Attachment_F_DARPA_Cost_Proposal_Spreadsheet.xlsx

XLSX spreadsheet 557 KB Posted Sep 24, 2026

Attached to: Fox Tail
Solicitation number: DARPA-PS-26-136
Issued by: Defense Advanced Research Projects Agency

About this file

Written by GovTribe AI · Sep 24, 2026

This is a cost proposal spreadsheet template for DARPA solicitation DARPA-PS-26-136 (Fox Tail), designed for contractors to submit pricing information for research proposals related to extreme-scale hydrodynamics. The spreadsheet serves as an appendix to the solicitation and provides a standardized format for offerors to present their proposed costs and resource allocations across the performance period. The template is intended to ensure consistent cost data submission and facilitate DARPA's evaluation of proposal pricing in accordance with the solicitation requirements.

The cost proposal spreadsheet is a template document and does not contain specific pricing terms, response dates, award information, or detailed requirements. Contractors utilizing this attachment must populate the spreadsheet with their proposed costs, labor rates, materials, other direct costs, and indirect rates according to the guidelines established in the primary solicitation documents for Fox Tail. The actual proposal submission deadline, contract duration, and evaluation criteria would be specified in the main DARPA-PS-26-136 solicitation announcement rather than in this cost template appendix.

View the file

Other files

File	Type	Posted
DARPA-PS-26-136.pdf	PDF	Sep 24, 2026
Attachment_E_Proposal_Volume_II__Cost_Proposal_.docx	DOCX document	Sep 24, 2026
Attachment_K_CLASSIFIED_ADDENDUM_AND_SECURITY_CLASS_GUIDE_REQUEST_FORM.docx	DOCX document	Sep 24, 2026
Attachment_G_Model_Other_Transaction_for_Agreement.docx	DOCX document	Sep 24, 2026
Attachment_J_Representations_and_Certifications.docx	DOCX document	Sep 24, 2026
Attachment_I_Schedule_of_Milestones_and_Payments.xlsx	XLSX spreadsheet	Sep 24, 2026

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Total Amount

DARPA Streamlined Cost Proposal Spreadsheet SEPT 2025- See Detailed Instructions Below Cost Information and User Guide on Last Tab

Highlighted cell color corresponds to notes below (some cells also have notes for additional guidance)

**All calculations in cells must have a traceable formula**

Proposer Name:
Prime or Subcontractor (dropdown):	(Fill-in)
CAGE CODE:		(Note 2)		(Note 2)
		Base Phase 1 (CFY2X MM/YY to MM/YY)	Base Phase 1 (CFY2X MM/YY to MM/YY)	(Option) Phase 2 (CFY2X MM/YY to MM/YY)	(Option) Phase 2 (CFY2X MM/YY to MM/YY)	Total
Direct Labor (DL)		Enter Project PoP as "MM/YY to MM/YY"		Enter Project PoP as "MM/YY to MM/YY"			X-Months

wade.wargo: Indicate the actual number of total months for the Base and Options.

Proposer's Labor Category (Note 1) DARPA Labor Category (Note 1) Name (Last, First) Hours Direct Rate Direct Cost Fringe Benefits Rate Fringe Benefits Cost tc={90A6E888-1A75-4266-98F9-4B8314C515C6}: [Threaded comment]

Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924

Comment:

Insert formulas in Column as appropriate. See Note 3 Overhead Rate Overhead Cost tc={37D6EDB9-9504-49E9-B8D5-667BE466E0CD}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 Burdened Labor $ Hours Direct Rate Direct Cost Fringe Benefits Rate Fringe Benefits Cost tc={274927CE-D48C-4461-ACC5-6763DC3F958C}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 Overhead Rate Overhead Cost Burdened Labor $ Hours Direct Rate Direct Cost Fringe Benefits Rate Fringe Benefits Cost tc={E374389D-2B3C-4089-B85A-FEBDFFCA2F7F}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 Overhead Rate Overhead Cost Burdened Labor $ Hours Direct Rate Direct Cost Fringe Benefits Rate Fringe Benefits Cost tc={68F51A89-1F22-4FE7-9CD3-A891344E3A10}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3	Overhead Rate	Overhead Cost	Burdened Labor $	Hours	Subtotal
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
						$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0		$ - 0	$ - 0	- 0	$ - 0
		ERROR:#REF!								ERROR:#REF!												ERROR:#REF!								$ - 0
	Direct Costs:			0.00		$ - 0				$ - 0	0.00	$ - 0				$ - 0	0.00	$ - 0				$ - 0	0.00	$ - 0				$ - 0	- 0	$ - 0
	Fringe Costs:						$ - 0						$ - 0						$ - 0						$ - 0					$ - 0
	Overhead Costs:								$ - 0						$ - 0						$ - 0						$ - 0			$ - 0
										Cost						Cost						Cost						Cost
	Subcontracts/Interorganizational Transfer		CAGE CODE
	Subcontract/Interorganizational Name - #01									$ - 0						$ - 0						$ - 0						$ - 0		$ - 0
	Subcontract/Interorganizational Name - #02									$ - 0						$ - 0						$ - 0						$ - 0		$ - 0
	Subcontract/Interorganizational Name - #03									$ - 0						$ - 0						$ - 0						$ - 0		$ - 0
	Insert line(s) for any additional Subcontractors/Interorganizational									$ - 0						$ - 0						$ - 0						$ - 0		$ - 0
	Subtotal Subcontract Costs									$ - 0						$ - 0						$ - 0						$ - 0		$ - 0
	Subcontract Overhead (if applicable see note 3)		See Note 3					Base	Rate					Base	Rate					Base	Rate					Base	Rate
	Subcontract Overhead Cost									$ - 0						$ - 0						$ - 0						$ - 0		$ - 0
	Consultants

tc={0A082154-C862-413E-9528-31AAC87A5A0F}: [Threaded comment]

Comment:

Insert Consultant name			Hours	Rate				Hours	Rate				Hours	Rate				Hours	Rate
	Total Consultant Costs						$ - 0					$ - 0					$ - 0					$ - 0	- 0	$ - 0
	Other Direct Costs:																								Check sum
	Materials/Supplies	Provide details in Materials Tab																						$ - 0	$ - 0
	Equipment	Provide details in Equip. Tab																						$ - 0	$ - 0
	Travel	Provide details in Travel Tab																						$ - 0	$ - 0
	Other ODCs	Provide details in other ODC Tab																						$ - 0	$ - 0
	Total Other Direct Costs						$ - 0					$ - 0					$ - 0					$ - 0		$ - 0	$ - 0
	Material Handling (if applicable see note 3)	See Note 3			Base	Rate				Base	Rate				Base	Rate				Base	Rate
	Total Material Handling Costs						$ - 0					$ - 0					$ - 0					$ - 0		$ - 0
	Subtotal Cost																							$ - 0
	General and Administrative (G&A) / Facilities and Administration (F&A) (if F&A see note 4)	See Note 4			Base

tc={0CE4E0F3-B411-40AA-92BC-6EF8820A8587}: [Threaded comment]

Comment:

For Universities: Use MTDC base as applicable Rate Base tc={3AD27D8E-7400-4072-BC5B-2A0344B67DC0}: [Threaded comment]

Comment:

For Universities: Use MTDC base as applicable Rate Base tc={2A193924-D991-4AFC-B7D3-19C7F04D6968}: [Threaded comment]

Comment:

For Universities: Use MTDC base as applicable tc={68F51A89-1F22-4FE7-9CD3-A891344E3A10}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 wade.wargo: Indicate the actual number of total months for the Base and Options. Rate Base tc={7DC60369-E9AC-4EA1-AEA7-4D52A80E99F1}: [Threaded comment]

Comment:

For Universities: Use MTDC base as applicable tc={90A6E888-1A75-4266-98F9-4B8314C515C6}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 tc={50BD16B6-8BEC-4961-8C22-B411A15ABE5C}: [Threaded comment]

Comment:

Break out all ODCs by Phase/CFY that equals the grand total on corresponding worksheets & Subtotal Column tc={37D6EDB9-9504-49E9-B8D5-667BE466E0CD}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 tc={D4345C74-5B9A-4A43-B1D4-D9DCEE15F4F5}: [Threaded comment]

Comment:

Break out all ODCs by Phase/CFY that equals the grand total on corresponding worksheets & Subtotal Column tc={C2B85035-6466-41B9-847D-3B9A1AB021F9}: [Threaded comment]

Comment:

Break out all ODCs by Phase/CFY that equals the grand total on corresponding worksheets & Subtotal Column tc={5E969442-EE9C-4498-88CB-2EF13BB42D91}: [Threaded comment]

Comment:

Break out all ODCs by Phase/CFY that equals the grand total on corresponding worksheets & Subtotal Column tc={0CE4E0F3-B411-40AA-92BC-6EF8820A8587}: [Threaded comment]

Comment:

For Universities: Use MTDC base as applicable tc={274927CE-D48C-4461-ACC5-6763DC3F958C}: [Threaded comment]

Comment:

Insert formulas in Column as appropriate. See Note 3 tc={3AD27D8E-7400-4072-BC5B-2A0344B67DC0}: [Threaded comment]

Comment:

For Universities: Use MTDC base as applicable					Rate
	Total G&A/F&A Cost	$0.00		$ - 0	$0.00		$ - 0	$0.00		$ - 0	$0.00		$ - 0	$ - 0
	Total Cost			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
	Facilities Capital Cost of Money (COM)	Base	Rate		Base	Rate		Base	Rate		Base	Rate
				$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
				$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
	Total COM			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
	Fee/Profit	Rate:	0.00%		Rate:	0.00%	$ - 0	Rate:	0.00%	$ - 0	Rate:	0.00%	$ - 0	$ - 0
	Total Cost Plus Fee (or Total Price)			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
	Instructions:

• This spreadsheet must be used by all Primes and Subcontractors. Each organization must complete a separate spreadsheet. See the Volume 2 (Cost) template for additional submission information.

• The Direct Labor Hours can be discretly estimated hours or extrapolated hours from a percentage of full time effort dedicated to the program (e.g. Academia)

• For PRIME submission – Subcontractor/Interorganizational Name: If there are subcontracts, list all subcontractor names

• In upper right last column (cell AK9), replace the X in X-Months with actual number of months for the Base and Options

• List Principal Investigator and Key Personnel working on the project even if they receive no salary support.

• Subcontracts/Interorganizational Transfers: If appropriate, place Subcontractor name(s) or Interorganizational Name/Code in Column C.

• Do not delete any cells, rows, or columns as it may distort formulas that are implemented

Note 1: Personnel Identification: For each proposed person/labor category in the technical proposal, list both your company's labor category and select the corresponding DARPA labor category.

Note 2: or the Period of Performance (PoP), enter the Base Phase 1 PoP in row 9, referencing the applicable Contractor Fiscal Year (CFY) in row 8. If an Option Phase 2 is applicable, enter its PoP in row 9 and its CFY in the appropriate cell(s) in row 8 ; otherwise, leave Option Phase 2 blank. Ensure all dates match your technical proposal.

Note 3: Indirect Rates: Enter your company's applicable indirect rates in the purple columns. If rate categories do not apply leave cells blank. For each indirect rate, include a traceable formula showing the calculation based on the rate and application base, following your company's accounting procedures.

Note 4: Universities: Use F&A rates (instead of G&A) with a Modified Total Direct Cost (MTDC) application base. All calculations must have traceable formulas.

Note 5: Other Transaction (OT) Awards: Complete the Milestone Tabs only if proposing an OT award.

To determine the Hourly Rate used by a salaried occupation, utilize the formula set forth below. The first line is an example of how the formula works. The second line allows the University to input the necessary data in the yellow cells only, to populate an hourly rate. The University will then place that Hourly Rate in the applicable field above in the Direct Rate columns (E, M, U, or AC).

		Annual Salary	# of months Comprising Annual Salary	$ Per Month Rate	Number of Work hours per month	Hourly Rate
	Example	$150,000.00	12	$ 12,500.00	176	$ 71.02
University: input data in yellow cells only	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.
	University: replace this line with Job Title			$ - 0		$ - 0	Carry this rate to the applicable field above in the Direct Rate columns.

Insert formulas in Column as appropriate. See Note 3

Insert Consultant name

Break out all ODCs by Phase/CFY that equals the grand total on corresponding worksheets & Subtotal Column

For Universities: Use MTDC base as applicable

Materials-Supplies

	MATERIALS - SUPPLIES (Note 1)		Subtotals and Totals must match Total Amount worksheet
	See Instructions Below
	Item
(Note 2)	Description of Material/ Supply	Qty	Unit Price	Extended Price	Competitive / Commercial/ Sole Source	Vendor/Source (If known)	Basis of Estimate (Note 3)	Supporting documentation has been provided (Y/N) (Note 3)	Reference Document Number
	Base				$0.00					Y
	1				$0.00					N
	2				$0.00
	3				$0.00
	Option I				$0.00
	4				$0.00
	5				$0.00
	6				$0.00
	7				$0.00
				TOTAL	$0.00

Instructions: • Fill out all columns on the Materials/Supplies Tab for each item. Subtotals and Totals must match Total Amount worksheet

• Insert the most specific unit description of material in column B. Avoid general descriptions of categories of material.

• In column F, indicate is the material line is competitive, commercial (e.g. catalog, internet, price list) or a sole source manufactured item

• Provide vendor or source name in Column G

• Add additional lines if needed.

Note 1: Material is property that may be incorporated into or attached to a deliverable end item or that may be consumed or expended in performing a contract. It includes assemblies, components, parts, raw and processed materials, and small tools and supplies that may be consumed in normal use in performing a contract. Material should be proposed separately from Equipment.

Note 2: Include a separate section in the above table for the Base and each Option. Add additional lines labeled with Options if needed.

Note 3: Column H, insert a basis of estimate for each material line item (e.g. vendor quote, internet pricing, historical pricing, etc). Column I, in an attachment, provide supporting documentation for all items with an extended price of $5000 or greater, e.g. copy of vendor quote, past invoice/PO, page from catalog, or method used for deriving engineering estimates. • Clearly label Materials/Supplies backup with a Reference Document Number in the format of MAT000 starting with MAT001. Place the Reference Document Number in the upper right hand side of the backup page. If there are several quotes on a page, items not desired must be lined out and each desired item must have a separate reference number placed to the left of the item on the backup page. The Reference Document Number must be listed next to the appropriate item on the Materials/Supplies worksheet under the Reference Document Number column.

• Ensure that descriptions and vendors listed on the Materials/Supplies worksheet match information provided in the backup.

• Number Reference Document Numbers sequentially so they match the Item number in the Base. For example, Item number 1 should match MAT001. If the same items are used again in the options, there is no need to renumber or add additional copies of the backup, but list the items sequentially for each option by Reference Document Number. As an example, MAT010 could be used for Base item number 10, Option I item number 1 and Option II Item number 6.

Equipment List EQUIPMENT (Note 1) Subtotals and Totals must match Total Amount worksheet

	Item
(Note 2)	Description of Equipment (Note 1)	Justification for why the equipment is needed	Will the equipment be included as part of a deliverable item under the award? (Y/N)	Type of Equipment (special test equipment, special tooling, general purpose equipment, or plant equipment)
(Note 3)	Qty	Unit of Issue	Unit Price	Total Price	Vendor/Source	Basis of Estimate (Note 4)	Supporting documentation has been provided (Y/N)
(Note 4)	Reference Document Number
	Base								$0	Y
									$0	N
									$0
	Option I
									$0
								TOTAL	$0
	Instructions:	• Subtotals and Totals must match Total Amount worksheet

• Fill out all columns on the Equipment Tab for each item.

• Add additional lines if needed.

• Provide justification for equipment. Be sure to indicate the benefit(s) to the Government. Expand on any statements along the lines of “It is needed to support the project deliverables”. Costs must be approved by the Program Officer. Link the justification to the type of equipment purchase, i.e. special test equipment, special tooling, or plant equipment.

• Include supporting documentation for each entry with unit cost over $5,000. Backup may consist of a vendor quote, past purchase order or invoice, information from a website, or a detailed explanation of labor and material costs for custom made items.

• Label equipment backup clearly with a Reference Document Number in the format of EQ000 starting with EQ001. Place the Reference Document Number in the upper right hand side of the backup page. If there are several quotes on a page, items not desired must be lined out and each desired item must have a separate reference number placed to the left of the item on the backup page. The Reference Document Number must be listed next to the appropriate item on the Equipment worksheet under the Reference Document Number column.

• Ensure that descriptions and vendors listed on the Equipment worksheet match information provided in the backup.

• Number Reference Document Numbers sequentially so they match the Item number in the Base. For example, Item number 1 should match EQ001. If the same items are used again in the options, there is no need to renumber or add additional copies of the backup, but list the items sequentially for each option by Reference Document Number. As an example, EQ010 could be used for Base item number 10, Option I item number 1 and Option II Item number 6.

Note 1: Contractors are normally required to furnish all equipment and/or facilities necessary to perform Government contracts (see FAR 45.102(a)). The Government may allow equipment and/or facilities only under special circumstances. If equipment and/or facilities are proposed, the specific description should identify the component, nomenclature, and configuration of the equipment/hardware that it proposes to purchase for this effort. The purchase on a direct reimbursement basis of equipment that is not included in a deliverable item will be evaluated for allowability on a case-by-case basis. Maximum use of Government integration, test, and experiment facilities is encouraged.

Note 2: Include a separate section in the above table for the Base and each Option. Add additional lines labeled with Options if needed.

Note 3:

Definitions:

Special Test Equipment is defined as either single or multipurpose integrated test units engineered, designed, fabricated, or modified to accomplish special purpose testing in performing a contract. It consists of items or assemblies of equipment including standard or general purpose items or components that are interconnected and interdependent so as to become a new functional entity for special testing purposes.

Special tooling is defined as jigs, dies, fixtures, molds, patterns, taps, gauges, and all components of these items, including foundations and similar improvements necessary for installing special test equipment, and which are of such a specialized nature that without substantial modification or alteration their use is limited to the development or production of particular supplies or parts thereof or to the performance of particular services.

Plant equipment means personal property of a capital nature (including equipment, machine tools, test equipment, furniture, vehicles, and accessory and auxiliary items) for use in manufacturing supplies, in performing services, or for any administrative or general plant purpose. It does not include special tooling or special test equipment.

Note 4: In an attachment, provide all supporting documentation to support your price basis, e.g. copy of vendor quote, past invoice/PO, page from catalog, or method used for deriving engineering estimates.

Travel

	TRAVEL	(Notes 1, 2 and 3)	Subtotals and Totals must match Total Amount worksheet
Proposers fill out yellow cells only.

			TRAVEL DETAIL
Trip # (list)	Base / Option	Purpose of Trip	Origin Destination	Final Destination	# People	# Days	# Nights Hotel	Round Trip Airfare/ Trainfare Cost Per Person	Total Airfare/ Trainfare Cost	Hotel Per Diem Rate per person	Total Hotel cost per trip	# days at 100% M&IE per diem per person	M&IE Per Diem Rate per person	Total M&IE Per Diem Cost per trip	Total Non Airfare/Trainfare Transportation Fees (e.g. rental cars fee/taxi/Uber)	Conference Fees	Other Expenses (tolls, parking, rental gas)	TOTAL DIRECT DOLLARS PER TRIP
1							0		$ - 0		$ - 0	0		$0.00				$0.00
2							0		$ - 0		$ - 0	0		$0.00				$0.00
3							0		$ - 0		$ - 0	0		$0.00				$0.00
							0		$ - 0		$ - 0	0		$0.00				$0.00
Base Total Travel																		$ -
							0		$ - 0		$ - 0	0		$0.00				$ -
							0		$ - 0		$ - 0	0		$0.00				$ -
							0		$ - 0		$ - 0	0		$0.00				$ -
							0		$ - 0		$ - 0	0		$0.00				$ -
Option Total Travel																		$ -
GRAND TOTAL TRAVEL																		$ -

Instructions: • When completing the “Origin” and “Final” Destination information, enter the city and state where travel will originate and end. For example, from Seattle WA to Washington DC. Do not list airport codes.

• Include the trip purpose. It must be referred to in the Technical Proposal. All travel must directly support the objectives of the program.

• Remember that you cannot stay overnight the same number of days that you travel. There must always be one more day than night.

• The first day and the last day of travel are charged at 75% of the M&IE per diem rate. If you travel for just one day (lasting 12 hours or more), the M&IE per diem rate is also charged at 75%. For answers to FAQs about per diem and travel rates, please review: https://www.gsa.gov/travel/plan-book/per-diem-rates/frequently-asked-questions-per-diem.

• Column P for Non Airfare Transportation would be for Uber, Lift, Subways, Car Rental, Personal Vehicle Mileage, etc. just to name a few examples.

• Do not combine any categories.

• For lodging and M&IE, use federal Per Diem Rates found at https://www.gsa.gov.

• Submit backup for airfare and rental cars. Price airfare at economy rates; indicate if the airfare is refundable.

Note 1: Estimates and the resultant costs claimed must conform to the applicable Federal cost principles.

• Do not combine any categories.

Note 2: Include a separate section in the above table for the base and each option

Note 3: If there are miscellaneous expenses associated with the trip, provide description and rationale.

Other ODCs

	OTHER DIRECT COSTS (Note 1)		Subtotals and Totals must match Total Amount worksheet
	See Instructions Below
	Description
(Note 2)	Qty	Unit of Issue	Unit Price	Extended Price	Basis of Estimate (Note 3)	Supporting documentation has been provided (Y/N) (Note 3)	Reference Document Number
	Base				$0			Y
					$0			N
					$0
	Option I				$0
					$0
					$0
					$0
				TOTAL	$0

Instructions:

• If you have any ODC entries, be sure to fill out all columns.

Note 1: Examples include tuition, rental fees, shipping costs, license fees

Note 2: Include a separate section in the above table for the Base and each Option. Add additional lines labeled with Options if needed.

Note 3: In an attachment, provide all supporting documentation to support your price basis, e.g. copy of quote, page from catalog, or method used for deriving engineering estimates. Include supporting documentation for each entry with unit extended price $5,000 or greater. Backup may consist of a vendor quote, past purchase order/invoice, information from a website, or a detailed explanation of labor and material costs for custom made items.

• Label ODC backup clearly with a Reference Document Number in the format of ODC000 starting with ODC001. Place the Reference Document Number in the upper right hand side of the backup page. If there are several quotes on a page, make sure each desired item has a separate reference number placed to the left of the item on the backup page. The Reference Document Number must be listed next to the appropriate item on the ODC worksheet under the Reference Document Number column.

• Ensure that descriptions and vendors listed on the ODC Details worksheet match information provided in the backup.

• Number Reference Document Numbers sequentially so they match the Item number in the Base. For example, Item number 1 should match ODC001. If the same items are used again in the options, there is no need to renumber or add additional copies of the backup, but list the items sequentially by Reference Document Number. As an example, ODC002 could be used for Base item number 2, Option I item number 1 and Option II Item number 1.

User Guide

LCAT Picklist

Principal Program/Project Manager

Program/Project Manager V

Program/Project Manager IV

Program/Project Manager III

Program/Project Manager II

Program/Project Manager I

Principal Scientist/Engineer

Scientist/Engineer V

Scientist/Engineer IV

Scientist/Engineer III

Scientist/Engineer II

Scientist/Engineer I

Principal Software Developer

Software Developer V

Software Developer IV

Software Developer III

Software Developer II

Software Developer I

Principal Manufacturer

Manufacturer V

Manufacturer IV

Manufacturer III

Manufacturer II

Manufacturer I

Principal Quality Control (Manufacturing)

Quality Control V (Manufacturing)

Quality Control IV (Manufacturing)

Quality Control III (Manufacturing)

Quality Control II (Manufacturing)

Quality Control I (Manufacturing)

Consultant (General)

Administrative Support

Security

Financial

Contracts

Principal Investigator

Co-Principal Investigator

Faculty/Professor

Sr. Post-Doc

Post-Doc

Research Scientist/Engineer

Research Associate

Research Assistant

Staff Scientist

Graduate Research Assistant

Graduate Student

Student

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DARPA Streamlined Cost Proposal Spreadsheet - User Guide

Version: July 2025

This guide helps you complete the DARPA Streamlined Cost Proposal Spreadsheet accurately and efficiently. If you have questions, consult DARPA Contracts Management Office (CMO).

Critical Rules

• DO NOT delete any cells, rows, or columns - this breaks formulas

• All calculations must use Excel formulas (e.g., =A1*B1) - no hard-coded values

• Dates must match your technical proposal

• All subtotals must match across worksheets

• List Principal Investigator/Key Personnel, even if they receive no salary support & all proposed labor must be included

I. Total Amount Tab Proposal

Information Section

• Proposer Name : Your organization's name

• Prime/Subcontractor : Select from dropdown

• CAGE Code : Your Commercial and Government Entity code

• Period of Performance : Enter as MM/YY to MM/YY format (e.g., "06/25 to 12/25")

CRITICAL - Period of Performance and Fiscal Year Cost Allocation: The Period of Performance for Phase One and the Phase 2 option (if applicable) must reflect the project's anticipated performance period. However, costs must be estimated and displayed according to your organization's fiscal year . If the project spans multiple contractor fiscal years, break down costs by each fiscal year period. Replace "X" in "CFY2X" with the appropriate fiscal year number.

Example Scenario :

Project PoP : June 2025 to December 2026 (18 months)

Organization's Fiscal Year : January to December

Cost Breakdown Required :

CFY 2025: June 2025 to December 2025 (7 months) CFY

2026: January 2026 to December 2026 (12 months)

Direct Labor Section (Rows 11-24)

For each person/ labor category working on the project:

• Labor Categories : Match your internal categories with corresponding best fit DARPA labor categories (see row 59)

• Names : Use actual names for PI/ Key Personnel (Last, First format)

• Hours/Rates : Total project hours and hourly rates (allocated by fiscal year)

Universities - Row 64 Calculator (Optional): Universities may use the hourly rate calculator in Row 64 to compute rates based on Institutional Base Salary. Input annual IBS, number of months, and work hours per month.

Calculator computes: Hourly Rate = Annual IBS ÷ (Months × Hours/Month)

Rate Application : If your organization uses different calculation bases for fringe/overhead, manually adjust formulas while keeping them transparent - never hard-code values.

Other Cost Sections

• Subcontracts : List all subcontractors with CAGE codes and costs

• Consultants : Enter hours and rates (must have executed agreements)

• Other Direct Costs : Enter totals here, provide details in separate tabs

• Indirect Costs : Companies use G&A rates; Universities use F&A rates with MTDC base

II. Supporting Tabs

Critical : Totals from these tabs must match the Cost Information worksheet. A.

Materials/Supplies Tab

Required Information :

• Specific descriptions (e.g., "1/4" x 2" Stainless Steel Bolts" not "Hardware")

• Quantity, unit price, extended price (formulas auto-calculate)

• Source type : Competitive/Commercial/Sole Source

• Vendor/source and basis of estimate

• Separate sections for Base and each Option

Supporting Documentation (CRITICAL) in your cost narrative volume :

• Required for items ≥$5,000 extended price

• Label as MAT001, MAT002, etc. in upper right corner

• Acceptable: vendor quotes, invoices, catalogs, detailed engineering estimates

B. Equipment Tab

• Specific description including component, nomenclature, configuration

• Detailed justification explaining government benefit (not just "needed for project")

• Equipment type : Special test, tooling, general purpose, or plant equipment

• Deliverable status : Y/N if included in deliverables

• Quantity, unit price, vendor, basis of estimate

Supporting Documentation in your cost narrative volume:

• Required for items >$5,000 unit cost

• Label as EQ001, EQ002, etc. in upper right corner

• Acceptable: vendor quotes, invoices, catalogs, detailed engineering estimates

C. Travel Tab

Complete Yellow Cells Only (others auto-calculate):

• Trip purpose : Must reference technical proposal and support program objectives

• Origin/destination : City, State format (no airport codes)

• People, days, hotel nights

• Per diem rates : Use federal rates from gsa.gov

Note Per Diem Rules (Formulas will auto populate) :

• First and last travel days = 75% M&IE rate

• One-day trips (12+ hours) = 75% M&IE rate

• Hotel nights = travel days minus 1

Supporting Documentation (CRITICAL) in your cost narrative volume: Backup for airfare and rental cars

D. Other Direct Costs (ODC) Tab

Purpose : Detail costs not covered in Materials/Supplies, Equipment, or Travel categories.

General Instructions :

• Fill out all columns for each ODC item

• Include separate sections for Base and each Option

• Add additional lines as needed

Common Other ODC Examples :

• Tuition and fees

• Facility rental fees

• Shipping and freight costs

• Software license fees

• Computer support services

• Clean room fees

• Publication costs

• Conference registration fees (non-travel)

• External laboratory services

• Specialized consulting services (non-personnel)

Column-Specific Instructions :

• Description : Provide clear, concise description of the ODC item and its purpose

• Qty : Enter the quantity of the ODC item

• Unit of Issue : Enter unit of measure (e.g., "each," "month," "license," "service")

• Unit Price : Enter the price per unit of the ODC item

• Extended Price : Auto-calculated (Qty × Unit Price). Ensure formula is present

• Basis of Estimate : Explain how cost estimate was derived (e.g., "Vendor Quote," "Internet Pricing," "Historical Pricing," "Engineering Estimate")

• Supporting documentation has been provided (Y/N) : Indicate "Y" or "N" to confirm whether supporting documentation has been provided

• Reference Document Number : Enter the reference document number corresponding to supporting documentation

Supporting Documentation (CRITICAL) in your cost narrative volume :

• Required for items ≥$5,000 extended price

• Label as ODC001, ODC002, etc. in upper right corner

• Acceptable: vendor quotes, rate schedules, catalogs, past invoices, detailed cost breakdowns

• Ensure descriptions match exactly between worksheet and documentation

• Sequential numbering within Base section, reuse numbers for same items in Options

TOTAL Row : Must auto-calculate sum of Extended Price column and match Cost Information worksheet total.

E. Milestones Tab (OT Awards Only- See Section VII)

• Description and exit criteria/deliverable

• Due date and payment amount

• Funded CLIN/SUBCLIN reference

• Alignment with Task Description Document

III. Supporting Documentation Requirements (Critical)

Reference Numbering System :

• Materials : MAT001, MAT002, etc.

• Equipment : EQ001, EQ002, etc.

• ODCs : ODC001, ODC002, etc.

Documentation Thresholds :

• Materials/ODCs : ≥$5,000 extended price

• Equipment : >$5,000 unit cost

• Travel : Airfare and rental car backup required

Labeling Requirements :

• Place reference numbers in upper right corner of backup pages

• For multiple quotes on one page, assign separate numbers to left of each item

• Line out items not included in proposal

• Ensure descriptions exactly match between worksheets and documentation

IV. Additional Requirements

Rate Documentation :

• Forward Pricing Rate Agreements/Recommendations, DHHS rate agreements, or approved rate information

• For FAR Contracts: Certified Cost or Pricing Data per FAR 15.403-4 unless exception granted

Special Considerations :

• If Proposing a Fixed Milestone OT- Must fill out Milestone Tabs (in orange and see Section VII)

• Animal/Human Use : Itemized costs with supporting documentation

• IT Purchases : Itemize with justification

• Industry Cost-Sharing : Identify source, nature, and amount

• Pricing Assumptions : Note requirements for Government Furnished Property/Facilities/Information

V. Final Quality Checklist

Before submission:

• All calculations use Excel formulas (no hard-coded values)

• Subtotals match across all tabs

• Supporting documentation provided and properly labeled

• Project PoP matches technical proposal

• Costs accurately allocated by organization's fiscal year

• Federal per diem rates used for travel

• Key Personnel identified by name

• Equipment justifications explain government benefit

• ODC descriptions are specific and purpose is clear

• All required fields completed

• Milestone Tabs are completed if proposing Fixed Milestone OT (See Section VII)

VI. Key Notes Reference

• Note 1 : Match company labor categories with DARPA categories from solicitation

• Note 2 : Project PoP must match technical proposal; costs allocated by organization's fiscal year

• Note 3 : Use traceable formulas following your accounting procedures

• Note 4 : Universities must use F&A rates with MTDC base instead of G&A

• Note 5 : Universities may use Row 64 calculator for IBS conversion to hourly rates (optional)

Contact : DARPA Contracts Management Office (CMO) for questions or clarification

VII. DARPA Milestones and Payments Schedule (if proposing a Fixed Milestone OT)

Critical Instructions

• DO NOT fill out highlighted sections - DARPA will complete these

• Tasks must reconcile with your Task Description Document

• "ACA" means "After Contract Award" - use this for all milestone timing

• Add, remove, or edit milestones as needed to reflect your technical approach

I. Your Responsibilities

Complete These Elements :

• Milestone descriptions and exit criteria

• Realistic due dates aligned with technical proposal

• Specific deliverables for each milestone

• Payment amounts across milestones

• Ensure alignment with Task Description Document

II. Column Instructions

Milestone Description

• Clear, action-oriented description (e.g., "Demonstrate," "Complete," "Deliver")

• Align with Task Description Document tasks

• Example: "Demonstrate proof-of-concept algorithm achieving 85% accuracy threshold"

Exit Criteria/Deliverable

• Specific, measurable completion criteria

• Include technical criteria and deliverable requirements

• Example: "Technical report + demonstration video showing real-time operation"

Due Date (Months ACA)

• Enter months after contract award (e.g., "6", "12", "18")

• Ensure realistic timing and consider dependencies

• Must align with technical proposal schedule

Payment Amount

• Allocate total contract value across milestones

• Consider milestone significance and effort required

• Milestones may not be “front-loaded” or of even value per milestone. Cost must be commensurate with the cost of work /deliverable

• Total payments must equal contract value

III. Milestone Planning Best Practices

Effective Milestones Are :

• Specific and Measurable : Clear, objective completion criteria

• Technically Significant : Represent meaningful progress

• Well-Distributed : Provide regular progress checkpoints

Common Milestone Categories :

• Technical development and validation

• Performance demonstrations

• Prototype delivery and testing

• Reports and documentation

• Program management checkpoints

IV. Example Milestones

Phase I Examples :

• Month 3 : "Complete initial algorithm design and simulation validation"

• Month 6 : "Demonstrate proof-of-concept achieving target performance metrics"

• Month 12 : "Deliver Phase I final report and transition plan"

Phase II Examples :

• Month 18 : "Demonstrate integrated prototype in relevant environment"

• Month 24 : "Complete final system delivery and technology transition"

V. Common Mistakes to Avoid

• Overly ambitious timing - Allow realistic development time

• Vague exit criteria - Be specific about requirements

• Poor task alignment - Support your technical approach

• Unbalanced payments - Avoid cash flow problems

• Missing dependencies - Consider prerequisite milestones

Contact : DARPA Contracts Management Office (CMO) for questions about milestone requirements.

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File details come from the government source that posted it. Updated Sep 24, 2026.