Attachment_D_Proposal_Instructions_and_Volume_II_Template_Cost_Updated_Amendment_02.docx

Attachment D: HR001124S0028 Volume 2: Cost Volume Template Source Selection Information – See FAR 2.101 and 3.104

HR001124S0028: Microsystems Technology Office (MTO) Office-wide Broad Agency Announcement (BAA)

Cost Proposal Instructions and Volume II Template

The Cost Volume must address the full program (base + options) 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.

Full proposals requesting a procurement contract or other transaction (OT) must use this form (Attachment D) and Attachment E (MS Excel™ DARPA Standard Cost Proposal Spreadsheet).

All pages shall be formatted for printing on 8-1/2 by 11-inch paper with 1-inch margins and font size no smaller than 12-point. Font sizes of 8 or 10-point may be used for figures, tables, and charts. Submissions must be written in English. 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.

The Government requires that proposers use the provided Attachment E: MS Excel™ DARPA Standard Cost Proposal Spreadsheet in the development of their cost proposals. 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. This cost proposal spreadsheet must be used by the prime organization and all subcontractors. 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. 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.

Costs must be traceable between the prime proposer and all sub-awardees/consultants, as well as between the cost volume and the SOW. This includes ensuring a consistent task structure across all proposal documents. For example, if the Statement of Work 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 sub-awardee cost proposals. Proposal submissions will not be considered complete until the Government has received all subawardee cost proposals.

Attachment D: HR001124S0028 Volume 2: Cost Volume Template Source Selection Information – See FAR 2.101 and 3.104 Proprietary sub-awardee cost proposals may be included as part of the Cost Volume or emailed separately by the sub-awardee to HR001124S0028@darpa.mil. 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 Version 2

COVER SHEET

[PRIME ORGANIZATION LOGO]

Proposal Title

Lead Organization submitting proposal

Proposer Reference Number, if any

Mailing Address:

Telephone:

Email:

Mailing Address:

Telephone:

Email:

Place(s) of Performance

Period(s) of Performance

Months

Organization:

Organization Type:

Year 2: $ Year 3: $ Year 4: $ Total: $

SAM.gov Unique Entity ID (UEI)[endnoteRef:1] [1: The SAM-generated UEI becomes the official identifier for doing business with the U.S. Government. This replaces DUNS.]

Taxpayer identification number (TIN)[endnoteRef:2] [2: 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:3] [3: A CAGE Code identifies companies doing or wishing to do business with the Federal Government. See BAA Section VI.B.2 for further information.]

Administration Office POC at Defense Contract Management Agency (DCMA)[endnoteRef:4] or Office of Naval Research (ONR)[endnoteRef:5], if known [4: https://pubapp.dcma.mil/CASD/CasdSearch.do.] [5: http://www.onr.navy.mil/Contracts-Grants/Regional-Contacts.aspx.]

Name:

Address:

Telephone:

Audit Office POC at Defense Contract Audit Agency (DCAA)[endnoteRef:6], if known [6: http://www.dcaa.mil/Home/Locator?title=Locator]

Name:

Address:

Telephone:

Date Proposal was Prepared

Proposal Validity Period (minimum 120 days)

Any Forward Pricing Rate Agreement, other such approved rate information, or such documentation that may assist in expediting negotiations (if available)

Table of Contents

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, sub-awards, 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: MS ExcelTM DARPA Standard Cost Proposal Spreadsheet to provide the detailed cost summaries for each phase (or base effort and any proposed options) by contractor fiscal year.]

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]

1. Direct Labor [A breakout clearly identifying the individual labor categories with associated labor hours and direct labor rates, as well as a detailed Basis-of-Estimate (BOE) narrative description of the methods used to estimate labor cost. Supporting documentation includes:

· A Government-issued (i.e., DCMA, DCAA, ONR, etc.) Forward Pricing Rate Recommendation (FPRR) or Forward Pricing Rate Agreement (FPRA); OR

· Payroll records verifying the proposed rate per individual aligns with that individual’s salary; AND

· Market analysis substantiating the proposed labor rates and annual rate escalation (if any) align with current/projected market conditions]

2. Indirect Costs [Including Fringe Benefits, Overhead, General and Administrative Expense, Cost of Money, Fee, etc. (must show base amount and rate). Supporting documentation includes:

· A Government-issued (i.e., DCMA, DCAA, ONR, etc.) Forward Pricing Rate Recommendation (FPRR) or Forward Pricing Rate Agreement (FPRA); OR

· Detailed documentation explaining the buildup of the proposed indirect rates, to include the applicable bases/pools; AND

· Any discounts to the proposer’s standard indirect rates that are being applied to this proposal]

3. Other Direct Costs (ODCs) [Provide an itemized breakdown with costs. Backup documentation must be submitted to support proposed costs. An explanation of any estimating factors, including their derivation and application, must be provided.]

4. Material/Equipment [(i) An itemization of any information technology (IT) purchase, as defined by FAR 2.101 – Documentation supporting the reasonableness of the proposed equipment costs (vendor quotes, past purchase orders/purchase history, detailed engineering estimates, etc.) shall be provided, including a letter stating why the proposer cannot provide the requested resources from its own funding for prime and all sub-awardees.

(ii) A priced Bill-of-Material (BOM) clearly identifying, for each item proposed, the quantity, unit price, the source of the unit price (i.e., vendor quote, engineering estimate, catalog prices, documentation of similar historical purchases, etc.), the type of property (i.e., material, equipment, special test equipment, information technology, etc.), and a cross-reference to the Statement of Work (SOW) task/s that require the item/s. At time of proposal submission, any item that exceeds $2,000 must be supported with basis-of-estimate (BOE) documentation such as a copy of catalog price lists, vendor quotes or a written engineering estimate (additional documentation may be required during negotiations, if selected).

(iii) If seeking a procurement contract and items of Contractor Acquired Property are proposed, exclusive of material, the proposer shall clearly demonstrate that the inclusion of such items as Government Property is in keeping with the requirements of FAR Part 45.102. In accordance with FAR 35.014, “Government property and title,” it is the Government’s intent that title to all equipment purchased with funds available for research under any resulting contract will vest in the acquiring nonprofit institution (e.g., Nonprofit Institutions of Higher Education and Nonprofit Organizations whose primary purpose is the conduct of scientific research) upon acquisition without further obligation to the Government. Any such equipment shall be used for the conduct of basic and applied scientific research. The above transfer of title to all equipment purchased with funds available for research under any resulting contract is not allowable when the acquiring entity is a for-profit organization; however, such organizations can, in accordance with FAR 52.245-1(j), be given priority to acquire such property at its full acquisition cost.]

5. Travel

· Itemized list of proposed trips, to include

· Trip origin

· Trip destination

· Trip purpose

· Number of travelers

· Number of days

· Number of nights (lodging)

6. Consultants [If consultants are to be used, the following must be provided:

· Bio of the proposed consultant; AND

· Proposed labor hours and hourly rate; AND

· Statement of Work/task descriptions; AND

· Verification of hourly rate, such as past invoices; AND

· Letter of Commitment

7. Subcontracts [Include an itemization of all subcontracts. Additionally, the prime contractor is responsible for compiling and providing, as part of its proposal submission to the Government, subcontractor proposals prepared at the same level of detail as that required by the prime. Subcontractor proposals include Interdivisional Work Transfer Agreements (ITWA) or similar arrangements. If seeking a procurement contract, the prime contractor shall provide a cost reasonableness analysis of all proposed subcontractor costs/prices. Such analysis shall indicate the extent to which the prime contractor has negotiated subcontract costs/prices and whether any such subcontracts are to be placed on a sole-source basis.

All proprietary subcontractor proposal documentation, prepared at the same level of detail as that required of the prime, which cannot be uploaded to the DARPA BAA website (https://baa.darpa.mil, BAAT) or Grants.gov as part of the proposer’s submission, shall be made immediately available to the Government, upon request, under separate cover (i.e., mail, electronic/email, etc.), either by the proposer or by the subcontractor organization. This does not relieve the proposer from the requirement to include, as part of their submission (via BAAT or Grants.gov, as applicable), subcontract proposals less any proprietary pricing information (rates, factors, etc.).

A Rough Order of Magnitude (ROM), or similar budgetary estimate, is not considered a fully qualified subcontract cost proposal submission. Inclusion of a ROM, or similar budgetary estimate, may result in the full proposal being deemed non-conforming or evaluation ratings may be lowered.]

8. Cost Sharing [Include the amount of any industry cost-sharing (the source and nature of any proposed cost-sharing should be discussed in the narrative portion of the cost volume).]

9. Fundamental Research [Proposers should indicate whether they believe the scope of the research included in their proposal is fundamental or not. While proposers should clearly explain the intended results of their research, the Government shall have sole discretion to determine whether the proposed research shall be considered fundamental and to select the award instrument type. Appropriate language will be included in resultant awards for non-fundamental research to prescribe publication requirements and other restrictions, as appropriate. This language can be found at https://www.darpa.mil/work-with-us/additional-baa.

For certain research projects, it may be possible that although the research to be performed by a potential awardee is non-fundamental research, its proposed subawardee’s effort may be fundamental research. It is also possible that the research performed by a potential awardee is fundamental research while its proposed subawardee’s effort may be non-fundamental research. In all cases, it is the potential awardee’s responsibility to explain in its proposal which proposed efforts are fundamental research and why the proposed efforts should be considered fundamental research.

10. 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 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

For any cost reimbursement procurement contract award for which the proposer does not have an accounting system that has been reviewed by DCAA and determined adequate for award of a cost reimbursement contract, the proposer must submit a completed Preaward Accounting System Adequacy Checklist as part of its proposal (see www.dcaa.mil). If the proposal is selected for contract negotiation, the completed checklist will be furnished to DCAA for the purpose of conducting a preaward survey of the proposer’s accounting system. The accounting system must be reviewed by DCAA and determined adequate prior to contract award.

11. Requirements for proposers requesting an Other Transaction for Prototypes

Proposers requesting an Other Transaction for Prototypes award must:

· Indicate whether they qualify as a nontraditional Defense contractor,[endnoteRef:7] have teamed with a nontraditional Defense contractor, or are providing a one-third cost share for this effort. Provide information to support the claims. [7: For definitions and information on Other Transaction agreements see http://www.darpa.mil/work-with-us/contract-management#OtherTransactions.]

· Clearly define and describe the prototype that will be developed/delivered under the proposed effort.

· 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.]