ADMIN 1 MSTAR BAA Proposal Preparation Instructions v7.doc

MISSILE DEFENSE AGENCY (MDA/DV) BROAD AGENCY ANNOUNCEMENT

WHITE PAPER PROPOSAL PREPARATION INSTRUCTIONS FOR EDUCATIONAL INSTITUTIONS

Attachment 1

MISSILE DEFENSE AGENCY (MDA/DV)

WHITE PAPER PROPOSAL PREPARATION INSTRUCTIONS FOR EDUCATIONAL INSTITUTIONS

15 May 2012 As stated in the BAA only domestic accredited colleges, universities or institutions of higher learning registered by the U.S. Department of Education may submit proposals. Federal educational organizations such as the U.S. military academies must use a different application process; please contact the Technical Point of Contact (POC) listed in the BAA for details regarding Federal educational organizations. If selected for contract award resulting from this BAA, the offeror must be a qualified education institution at time of award. If a white paper is based on a subcontract or teaming arrangement, the college, university or educational institution submitting the proposal must lead the effort and perform more than 50 percent of the effort by cost. The effort must be for Advanced Research unless otherwise stated in the Technical Topic Area.

MDA will not consider Non-Responsive proposals. Examples of Non-Responsive proposals include; proposals related to the development of a specific system, proposals exceeding cost parameters, schedule guidelines or BAA requirements/limits. Issuance of this BAA does not obligate the Government to pay any proposal preparation costs (to include those proposals selected for award).

(1) General:

a. White papers are due for Round 1 no later than 4:00 pm (Central time) on 21 Sep 2012. Additional Rounds requesting papers under this BAA will be announced in the future. When the round is announced, a due date or deadline will be established at that time.

b. Proposals shall be submitted to MDA/DACV, Attn: John Swan, 256-450-4033, 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 they may not be considered for award. Proposals submitted by fax or e-mail will not be considered for award.

c. Proposals shall be submitted in both hard copy and electronic format. MS Office (version 2007). One paper copy shall be submitted along with two (2) CDs containing electronic copies.

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

e. Depending on the markings on the submittals, the Missile Defense Agency will adhere to Federal Acquisition Regulation Policy on handling. Offeror’s are responsible for marking appropriately. The cost of preparing submittals/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.

f. No classified white paper or proposals (or portions of proposals) will be accepted. White papers, technical and cost proposals (or any other materials) submitted in response to this BAA will not be returned. The offeror may withdraw its proposal or white paper at any time prior to the deadline for receipt of the proposal by submitting a written withdraw request by its authorized representative addressed to the government contracting officer.

(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. The BAA is properly considered a competitive procedure under FAR 6.102(d)(2). Participation is limited to qualified accredited domestic colleges, universities or institutions of higher learning.

(3) Proposal The Proposal shall be submitted using 12 point proportional type (10 point proportional font for figures and tables), double-spaced, 8.5 by 11 inch pages. The page limitation as listed in the BAA announcement is 10 pages and includes all information except those noted as not included in paragraph 4 of this document. 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 are counted as 2 pages.

-The government will only read and evaluate proposals 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 Proposal submission shall contain the following sections:

a. Title Page: (Not included in page count.) Provide the following information on the title page of the Proposal 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: (Included in page count.) 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: (Included in page count.) 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.

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

e. Management Plan: (Included in page count.) Offerors should provide a business approach that demonstrates the ability to effectively and efficiently manage and administer program resources.

f. Program Plan, schedule with 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 Section B of this solicitation. 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.

g. 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.

h. Resumes of Key Individuals: (not included in page count) Include brief summaries of resumes of Principal Investigator and other relevant key individuals including any consultants or subcontractors that might be proposed.

(5) Schedule The government will hold formal reviews for each awarded research contract before the 10th and 22nd months of contract execution. If the research effort is not meeting the technical and programmatic goals and requirements in the contract, the effort may end at that time. Research efforts meeting / exceeding their technical and programmatic goals and requirements may be eligible for additional funding beyond two years. The government is not obligated to exercise any option period included in an award contract. If the government exercises a contract option, the contractor will received notification 30 days before the end of the period of performance.

(6) Proposal Rough Order of Cost Magnitude (ROCM),

a. Furnish Tables 1 and 2 (table 2 only if applicable) for the entire performance period with the Proposal.

TABLE 1

Submit a Proposal cost element summary including each year of performance.

TABLE 2

Subcontract/inter-organizational transfers & consultants price summary

TOTALS

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

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

(7) Technical Proposal (if selected for award)

a. The technical proposal will contain the following sections:

i. Submit any updates as necessary or requested from previously submitted information in paragraph (4) above.

(8) 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. The contracting officer may approve use of a different format on a case by case basis, if requested. Table 3 data or similar format should always be submitted in MS Excel version 2007 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 cost of money (COM) factors, if applicable, to include a display of all individual bases for the COM amounts. Submit a DD Form 1861 for each OFY.

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: Not Applicable

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.

(6) 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).

12- MDA-6891 (12 June 12)