Att 1 ATI BAA Proposal Preparation Instructions

MISSILE DEFENSE AGENCY (MDA/DV)

BROAD AGENCY ANNOUNCEMENT

WHITE PAPER AND PROPOSAL

INSTRUCTIONS

Attachment 1

MISSILE DEFENSE AGENCY (MDA/DV)

BROAD AGENCY ANNOUNCEMENT

WHITE PAPER PROPOSAL INSTRUCTIONS

3 February 2011

(1) General:

a. White papers shall be accepted starting from the date of publication of announcement. White papers will continue to be accepted after the initial response date through out the entire period of time the BAA is open.

b. White papers and proposals shall be submitted to MDA/DACV, Attn: Janice Olson, 256-313-9497, Bldg 5222 Martin Road, Redstone Arsenal AL 35898. The same address is also used for overnight delivery service. Please call if hand delivering the proposal for delivery instructions. Do not send proposals to any other address or person as they may not be considered for award. Proposals submitted by fax or e-mail will not be considered for award.

c. White papers and proposals shall be submitted in both hard copy and electronic format. MS Office (version 2007 or higher). One paper copy shall be submitted along with two electronic copies. The original must be clearly marked in such a manner as to distinguish it from the copy.

d. Submit Technical and Cost proposals in separate volumes. Proposals shall be valid for a period of not less than 180 days after the submission date. Proposals must reference the BAA number. Unnecessarily elaborate brochures, presentations, or marketing information beyond that sufficient to present a complete and effective proposal are not desired.

e. Offerors must mark their proposals with the restrictive language stated in FAR 15.609(a). The cost of preparing proposals in response to this BAA is not considered an allowable direct charge to any resulting contract or to any other contract. However, it may be an allowable expense to the normal bid and proposal indirect costs as specified in FAR 31.205-18.

(2) Additional Information:

The Government reserves the right to award a procurement instrument best suited to the nature of the research proposed. The offeror shall include their recommendation and rationale for the type of instrument proposed in the proposal. In the event the Government is unable to conclude negotiations with the apparent successful offeror, it reserves the right to conduct negotiations with another acceptable offeror. Discussions with the points of contact shall not constitute a commitment by the Government to subsequently fund or award any proposed effort. Only Contracting Officers are legally authorized to commit the government. This acquisition is unrestricted; full and open competition is anticipated.

(3) White Paper

The White Paper shall be submitted using 12 point proportional type (10 point proportional font for figures and tables), 8.5 by 11 inch pages. The page limitation will be listed in the BAA announcement and includes all information except those noted as not included, including the title page, table of contents, and index. Use at least 1-inch margins on top and bottom and 1 inch side margins. The binding shall not impair legibility.

Both sides of paper may be used.

Each printed side of an 8 x 11 sheet counts as a page.

Foldouts printed on one side only will be counted as 2 pages.

The Government will only read and evaluate white papers up to the page limitation. Pages over the page limitation will be removed prior to evaluation.

Typesetting or other techniques to reduce character size or spacing are not permitted.

(4) The initial White Paper submission shall contain the following sections:

a. Provide the following information on the title page of the White Paper for the entire period of performance, including all options or phases.

i. Name, title, telephone and fax numbers and e-mail address of offeror’s technical point of contact, and

ii. Name, title, signature of authorized contracting representative,

iii. Date offer is submitted.

iv. Abstract paragraph not to exceed 250 words.

b. Executive Summary: Describe the proposed program, objectives, and approach. A description of the innovation and benefits of the proposed approach and relationship to previous efforts should be discussed.

c. Program Description: Describe the techniques, methods, materials, or ideas that will be addressed in this proposal, their innovation, and to what degree they advance the state-of-the-art. Also, describe any potential for commercial application and the benefits expected to accrue from commercialization.

d. Program Plan and Milestone Chart: (not included in page count) Describe in detail the approach planned and how the plan will be executed. This section should include all technical aspects and how the approach will be executed to address each of the technology goals outlined in this announcement. Milestones should indicate when specific objectives are expected to be met in the overall schedule of the program and should identify the specific accomplishments necessary to proceed to the next task.

e. Description of Relevant Prior Work: (not included in page count) Include a list of both in-house efforts funded by internal research funds and contracts funded by others. For each such effort, provide a list that includes the title of effort, contract number, funding organization (customer), and a brief summary of results.

(5) White Paper Rough Order of Cost Magnitude (ROCM),

a. Furnish Tables 1 and 2 for the entire performance period with the White Paper.

TABLE 1

*Submit a White Paper cost element summary including each year of performance.

TABLE 2

Subcontract/inter-organizational transfers & consultants price summary

TOTALS

DO NOT SUBMIT THE FOLLOWING TECHNICAL AND DETAILED COST PROPOSALS UNTIL YOU RECEIVE A REQUEST FROM THE CONTRACTING OFFICER FOR THIS INFORMATION.

(6) Technical Proposal (if selected for award)

a. The technical proposal will contain the following sections:

i. Provide all information requested in paragraph (3) above. Submit any updates as necessary or requested.

ii. Facilities and Equipment Description: Describe the facilities that can be used to achieve the goals of the program, in terms of manufacturing capability, testing facilities, and/or any relevant specialized equipment

iii. Management Plan: Offerors should provide a company approach that demonstrates the ability to effectively and efficiently manage and administer company resources.

iv. Resumes of Key Individuals: (not included in page count) Include brief summaries of resumes of relevant key individuals including any consultants or subcontractors that might be proposed (such as Principal Investigator, Program Manager).

(7) Cost Proposal (if selected for award)

There is no page limitation for cost portions of each technical proposal. Cost proposals should be prepared in accordance with the instructions as provided under this announcement.

a. Submit a cost element summary by major cost element for the basic period of performance, and each option, if options are proposed, using the format in Table 3. Table 3 data should always be submitted in MS Excel version 2007 (or higher) whereby formulas can be ascertained. The cost element summary must also be broken out by month and by year. The detail required for each of the major cost elements is described below. Address all elements of cost applicable to the proposed effort and provide a basis of estimate to support costs included in Table 4.

i. Direct Labor.

1. Show each category of direct labor proposed on a separate row. When job classifications or position titles (e.g., "Senior Scientist", "Technician", or "Lead Engineer") are used, provide narrative descriptions of related qualifications, duties, and responsibilities as an attachment to the cost proposal. When job classifications or position titles are identified by numbers and/or letters (e.g., 106BB), a cross-reference table shall be provided to indicate in words the meaning of the job classification/designation (e.g., 106BB is a senior staff scientist, responsible for).

2. In supporting rationale, identify the basis of estimate or source document and explain the derivation of the labor rate proposed for the first year in each labor category, and explain the methodology used to project each rate for subsequent years. Note: If temporary or part-time labor is proposed, explain the differences between the rates of pay for full-time and temporary or part-time workers and the impact of those differences on the direct rates proposed. Identify all uncompensated labor (straight time and/or overtime) included in this cost element, and explain the impact of uncompensated time on the direct rates proposed.

3. Provide a basis of estimate for the number of hours proposed, using estimating methodology. The basis of estimate should contain the specifics of the estimate; specific historical data, like program comparison, etc.

ii. Indirect Cost Rates and/or Factors.

1. Identify when the offeror’s fiscal year (OFY) begins and ends.

2. Identify all indirect cost rates (such as, fringe benefits, labor overhead, material overhead, G&A, Cost of Money (COM), etc.) and applicable allocation bases by OFY.

3. If composite rates are used, provide the calculations used in deriving the composite rates.

4. Identify the basis of proposed rates (e.g., Forward Pricing Rate Agreement and date of agreement, bidding rates and the date of submission or actual rates used and the effective date, billing rates and the date of approval, etc.).

iii. Subcontracts/Inter-organizational Transfers (IOTs), and Consultants. Obtain cost proposals from each subcontractor and IOT using the same cost breakout required for Table 3. Provide a list of anticipated subcontractors/IOTs/consultants using Table 4. Perform and provide evaluation results of cost/price analysis of subcontract/IOT proposals. If decrement factors are used, explain their development and application. Substantiate the need for and cost of proposed consultant services. NOTE: Subcontractor quotes or proposals will be made available to the government upon request if selected for award under this BAA.

iv. Material, Travel, and Other Direct Costs (ODCs). Separately identify costs for travel, material and other direct costs required to perform the basic effort and each option. Provide a breakout of travel costs for each OFY including the purpose and number of trips, origin and destination(s), duration, and travelers per trip. Provide an itemized, priced list of all proposed equipment, materials and supplies for each OFY. Provide a breakout and explanation of all other proposed ODCs by OFY.

v. Cost of Money (COM). Refer to FAR 52.215-16, Facilities Capital Cost of Money. Provide a schedule which contains proposed COM factors, if applicable, to include a display of all individual bases for the COM amounts. Submit a DD Form 1861 for each OFY.

vi. Fee. Substantiate proposed fee using a structured approach. Refer to DFARS 215.404-4.

Attachment 1

TABLE 3

*Detailed Cost Proposal format.

Subtotal Direct Labor (DL):

Subtotal

Subtotal

Subtotal

Fringe Benefits, if not included in Overhead, (rate %) x DL =

Labor Overhead (rate %)

Total Direct Labor (TDL):

Total

Total

Total

Subtotal Direct Materials Costs (DM):

Subtotal

Subtotal

Subtotal

Material Overhead (rate %)

Total Direct Materials Costs (TDM):

Total

Total

Total

OTHER DIRECT COSTS (Subcontracts/Travel):

Cost

Cost

Cost

Subtotal Other Direct Costs (ODC):

Subtotal

Subtotal

Subtotal

Direct Cost Overhead (rate %) x ODC

Total Other Direct Costs (TODC):

Total

Total

Total

G&A (rate %)

Total Cost

Cost of money

Fee or Profit

TOTAL ESTIMATED COST:

TABLE 4

Detailed Subcontract/inter-organizational transfers & consultants cost summary

TOTALS

**Identify Statement of Work or Work Breakdown Structure or provide a narrative explanation as an addendum.

(8) Standard Contract Clauses (if selected for award)

Submissions of a proposal to MDA under this BAA constitutes the offers and Subcontractors acknowledgement and consent to abide by MDA’s standard contract clauses to include clauses and sections stated in the BAA Representations and Certifications (Attachment 2) and MDA Standard Clauses (Attachment 3).