SMART FOA FINAL.pdf

FUNDING OPPORTUNITY

ANNOUNCEMENT

FOR

THE SCIENCE, MATHEMATICS AND RESEARCH

FOR TRANSFORMATION (SMART)

SCHOLARSHIP FOR SERVICE PROGRAM

W911NF-17-S-0009

ISSUED BY:

U.S. Army Contracting Command Aberdeen Proving Ground

Research Triangle Park Division P. O. Box 12211

Research Triangle Park, NC 27709-2211

Table of Contents

I. OVERVIEW OF THE FUNDING OPPORTUNITY

1. Agency Name

2. Research Opportunity Title

3. Announcement Type

4. Research Opportunity Number

5. Catalog of Federal Domestic Assistance (CFDA) Number and Title

6. Response Dates

7. Funding

8. Cost Share or Matching

9. Profit/Fee

10. Place of Performance

II. DETAILED INFORMATION ABOUT THE FUNDING OPPORTUNITY

Program Description Element 1 Element 2 Element 3 Element 4

A. Federal Award Information

B. Eligibility Information

1. Eligible Applicants

C. Application and Submission Information

1. Address to View Funding Opportunity Announcement

2. Content and Form of Application Submission

3. Unique Entity Identifier and System for Award Management (SAM)

4. Submission Dates and Times

5. Intergovernmental Review

6. Funding Restrictions

7. Other Submission Requirements

D. Proposal Review Information

1. Criteria

2. Review and Selection Process

E. Award Administration Information

1. Award Notices

2. Administrative and National Policy Requirements

3. Additional Reporting

F. Agency Contacts

G. Other Information

H. COOPERATIVE AGREEMENT Proposals

I. OVERVIEW OF THE FUNDING OPPORTUNITY

The Science, Mathematics and Research for Transformation (SMART) Scholarship for Service Program, established in 2006 by Congress and sponsored by the Department of Defense, serves as a means of increasing the number of United States (U.S.) citizens and others trained in Science, Technology, Engineering & Mathematics (STEM) disciplines of military importance.

The SMART Scholarship Program supports undergraduate and graduate students pursuing degrees in STEM disciplines. The program aims to increase the number of civilian scientists and engineers working at Department of Defense (DoD) laboratories.

The SMART Scholarship Program is an opportunity for students pursuing an undergraduate or graduate degree in STEM disciplines to receive a full scholarship and be gainfully employed upon degree completion. The program incentivizes students by providing funding for a STEM degree while providing the opportunity to perform hands on research at a DoD facility during the summer months and creating employment for the scholar upon successful completion of their degree. This not only provides the public with a vehicle in which to perform research topics that are on the cutting edge, but also gives opportunity in the form of full tuition to students who would potentially not have been able to attend universities or colleges due to financial distress.

The DoD will offer these scholarships to individuals who have demonstrated ability and special aptitude for training in STEM. Scholarships are awarded to applicants who are pursuing a degree in, or closely related to, one of the following STEM disciplines:

Aeronautical and Astronautical Engineering Biosciences Chemical Engineering Chemistry Civil Engineering Cognitive, Neural, and Behavioral Sciences Computer and Computational Sciences/Computer Engineering Electrical and Engineering Geosciences Industrial Engineering (technical) Information Sciences Materials Science and Engineering Mathematics Mechanical Engineering Naval Architecture and Ocean Engineering Nuclear Engineering Oceanography Operations Research (technical) Physics

The Government may revise the aforementioned disciplines from year to year to ensure they remain relevant to the Defense mission.

Required Overview Content

1. Agency Name Office of the Assistant Secretary of Defense for Research and Engineering (OASD(R&E))/Research Directorate (RD)

Issuing Acquisition Office U.S. Army Contracting Command-Aberdeen Proving Ground, Research Triangle Park (ACC- APG-RTP) Division

2. Research Opportunity Title The Science, Mathematics and Research for Transformation (SMART) Scholarship for Service Program

3. Announcement Type Initial Announcement

4. Research Opportunity Number

W911NF-17-S-0009

5. Catalog of Federal Domestic Assistance (CFDA) Number and Title

12.631 – Science, Technology, Engineering and Mathematics (STEM) Educational Program:

Science, Mathematics and Research for Transformation (SMART)

6. Response Dates The following is an estimated summary of the events and dates associated with the SMART Funding Opportunity Announcement (FOA):

EVENT DATE

Final Announcement Issued 10 May 2017 Applications Due 11 July 2017 Evaluations Completed July 2017 Evaluations Completed September 2017 Award 31 October 2017

7. Funding The FOA issued is subject to the availability of funds. The FOA provides the estimated funding levels for the cooperative agreement. The Government has submitted the requisite documents to request funding for the period covered by the cooperative agreement; however, applicants are reminded that this request is subject to Presidential, Congressional and Departmental approval.

The funding levels provided in the FOA are for application preparation purposes only. The actual funding level of the cooperative agreement will be updated annually as part of the appropriation process.

8. Cost Share or Matching Cost sharing or matching is not required for this FOA.

9. Profit/Fee Profit/fee is not permitted under the cooperative agreement.

10. Place of Performance Historically the SMART Scholarship Program has had an estimated amount of twenty-one (21) FTEs provided by contract support. Due to the close coordination required with OASD(R&E)/RD and DoD components, the Government requires that some personnel be physically located at Government facilities in the following locations. Telework for the first two Full Time Equivalents (FTEs) is at the sole discretion of the Government.

(1) FTE to be located at Randolph Air Force Base, Randolph AFB TX 78150 supporting the Air Force.

(1) FTE to be located at the Office of the Deputy Assistant Secretary of the Army, Research and Technology, 2800 Crystal Drive, Arlington, VA 22202, supporting the Army.

(1) FTE to be located within the continental United States, supporting the OASD(R&E)/RD.

(1) FTE to be located within the continental United States, supporting the Navy.

(1) FTE to be located within the continental United States, supporting Department of Defense facilities that do not fall under the Services.

The government will provide office space and supplies for the first two FTEs above. The five (5) FTEs listed above must be eligible to obtain Common Access Cards (CACs) and access DoD networks. The remainder of the personnel (including the three FTEs supporting the OASD(R&E)/RD, Navy, and Department of Defense facilities above) shall be performed at the contractor’s facility or another authorized location.

NOTE: The 21 FTEs are the historical figure. The Recipient shall use their own understanding of the fundamental elements to develop their level of effort.

II. DETAILED INFORMATION ABOUT THE FUNDING OPPORTUNITY

Program Description The SMART Scholarship Program was established by Congress as a means to strengthen the DoD science and technology workforce with highly skilled science and engineering professionals. This unique and prestigious program provides scholarships, which include tuition and stipend support to undergraduate and graduate students pursuing degrees in the technical fields listed in the overview of the funding opportunity. While in school, participants perform research as summer interns at DoD laboratories and return to those laboratories after graduation to complete a period of obligated employment service. This provides scholars with a unique opportunity to perform research in their respective area of interest that they would not have otherwise been able to do. The post-graduation employment commitment is equal to or greater than the amount of time the student received scholarship funding under this program. The Office of the Assistant Secretary of Defense for Research and Engineering (OASD(R&E))/Research Directorate (RD) manages the SMART Scholarship Program and to carry out its mission in support of these programs, OASD(R&E)/RD requires a recipient to collaborate effectively with the SMART Scholarship Program in achieving the four (4) fundamental elements listed below.

There are four (4) fundamental elements to the successful administration of the SMART Program. These elements are as follows:

1. Cooperatively, with the SMART Program Office, assist in the administration of the program to include, but not limited to, the application cycle, monitoring and interaction with students during academic pursuit, monitoring of scholars upon graduation, hiring tracking, web site development and maintenance, and individual Service SMART program facilitation.

2. In close collaboration with the SMART Program, develop and maintain a SMART Information Management System that will track, update, and maintain all SMART Program data.

3. Develop and implement an annual marketing and outreach plan, in conjunction with the SMART Program, that supports colleges and universities on behalf of the SMART Program

4. Assist the SMART Program with payment of scholar’s tuition, stipends, and other expenses on behalf of the Government

The (4) four fundamental elements above is being provided for Applicants to consider as a “starting point” for understanding the context of the role the Recipient will perform in the SMART Program. Since the resulting award will be a cooperative agreement with substantial Government involvement, it is expected the Recipient will be in regular communication, working collaboratively with the Government to identify new and emerging areas of interest and targeted areas of special emphasis during performance under the cooperative agreement. In addition, this collaboration will result in bringing new talent, ideas and techniques to the Government and will also introduce Scholars to the roles and needs of the Warfighter. This collaboration will also provide access to DoD’s world class research facilities to the selected Scholar, while pursuing collaborative fundamental research of mutual interest to the Army and the Scholars. Substantial Government involvement with the Recipient is expected through the collaborative planning and management of the SMART and through the research to be performed by the Scholars.

It is the intent of this FOA to solicit the most creative, innovative, and effective approaches to assist in the success of the SMART Program. In response to the FOA an Applicant must submit a proposal that provides evidence of their ability to perform the following:

Element 1 Cooperatively, with the SMART Program Office, assist in the administration of the program to include, but not limited to, the application cycle, web site development and maintenance, and individual Service SMART program facilitation.

Overview: The SMART Program reaches across all the military Services and other DoD agencies. The objective is to recruit and retain highly qualified, highly talented students to the DoD facilities that are participating in the program. These facilities fall under many different organizations within the DoD and the effectiveness of the program relies heavily on the cooperation and coordination with the Applicant. The Applicant is expected to provide assistance and coordination across the Services and other DoD agencies as well as be the public interface for the program. While working closely with the Government, the applicant provide program information not only within the DoD, but to the public and other federal agencies, while assisting the SMART Program Office efficiently and effectively administer the program. In order to be able to provide these scholarships to the public, the Recipient must be able to demonstrate its capabilities to assist the Government in the tasks below.

The Recipient will host, maintain and update the existing SMART Scholarship Program website to include the following:

• SMART Scholarship Program information

• Application portal

• Evaluation and Selection panel portals

• Program Award Winner portal containing forms and information specific to program and participant status

• Virtual orientation presentation or webinar for SMART Scholarship Program Award Winners

• Administrative portal to permit access to applicant and participant data and files for statistical and management purposes readily accessible and easily manipulated into reports and charts

The Recipient shall have a transition in plan, to transfer the management of the existing website, within 15 calendar days of award. It is anticipated that the full transition for a fully operational website, to include all portals, will be completed within 60 calendar days.

The Recipient will update the website as required at various times within the scholarship lifecycle.

The Recipient will implement a web design that will take into consideration the entirety of the application cycle of the SMART program to include, but not limited to, application, evaluation, selection, and award. The SMART Program is looking for creative and innovative designs and implementation of this website. Things to consider are partitioning of data, personally identifiable information (PII), program information, page layout, and other web design features.

The recipient will establish an application process to solicit interest of eligible individuals, recruit an evaluation panel, comprised of academia and DoD subject matter experts, to review applicants, provide a method for the selection of individual applicants by DoD facilities, and the ability to make awards to SMART applicants and collect data from those awards.

The Recipient will work closely with the Government to communicate with outside information inquiries from the general public as well as applicants or participants. These communications can come in the form of email, telephone, fax, or other traditional forms of communication.

Responses to these communications should occur within one (1) business day. Any information needed to develop a response should be worked jointly between the Recipient and the Government.

The Recipient will establish a tracking, updating, and monitoring system that has the ability to track and monitor scholars throughout the entire SMART program from application through post service commitment and debt collection, if required.

The Recipient, in collaboration with the SMART Program and military Services, will assist in supporting and administering the SMART Program for OASD(R&E)/RD and the Military Services. Tasks to consider will include, but are not limited to, data calls and analytics, program information distribution to the Services and other DoD agencies, assist with scholar issues or concerns and resolution, debt collection, and other tasks. These tasks will be accomplished by working directly with the SMART Program Office, military Services, participating SMART facilities, and SMART scholars.

Element 2 In close collaboration with the SMART Program, develop and maintain a SMART Information Management System that will track, update, and maintain all SMART Program data.

Overview: A complex, comprehensive database and web based user interface is imperative to the successful administration and management of the SMART Program. The database is used to house SMART scholar information that is collected, compiled, reported, and maintained by the Recipient during the course and scope of administering the SMART Scholarship Program. The data elements that should be considered are, but not limited to: names, addresses, schools/grades/and other participant academic information, demographic data, financial data, internship data, site visit data, service commitment data, post-service commitment data and debt collection data, as required. Much of this information falls under Personally Identifiable Information (PII) guidelines. PII data collected shall be collected in accordance with DoD Instructions (DoD 5400.11-R), as amended and up to date. This database is the backbone of the program and provides the main capability to track participants degree pursuit, internships, satisfaction with the program, changes to the individual service agreements, financial projections, and other details that enable the program to run efficiently and effectively.

The Recipient, using a well known software development lifecycle, will propose a plan to create and maintain a SMART Information Management System (SIMS) database to support all the participant data and files for statistical and management purposes readily accessible and easily manipulated into reports and charts. The Government will work closely with the Applicant to determine if the plan is feasible and the course of action to implement the approved plan. The Applicant will then continue to work in close coordination with the Government to discuss and implement new functionality, improvements, user views, and other tasks.

The database needs to be accessible via the SMART website; and, at all times, the Government shall own the database and all data rights associated with the information contained within the database and website. Data to be considered to be in the database should include, participant legacy data and files cover over 10 years and span the entire life of the SMART scholarship, a repository for program, policy and process documents, and other data involved with the program.

The recipient should also consider the personnel needed, that are sufficiently trained in database management such that they can maintain and update the system, generate required reports and respond to queries for information, to complete this task.

At the conclusion of this agreement or when terminated, all such data shall be forwarded to the Government using PII-regulatory procedures. Any copies shall be destroyed when PII-protected records/documents are successfully transferred to Government. The Government point of contact is the CAM. PII information shall be properly marked as PII and protected, stored, transmitted and destroyed as the Recipient would its trade secrets, business sensitive information, and PII.

Recipient shall execute a non-disclosure agreement with all who have access to this data; and shall not disclose this data for any purpose than that set forth in this agreement. Therefore, it is not available for third-party access without the express consent of the CAM, or an auditor/investigator/inspector general of the United States, Department of Defense. Recipient personnel shall receive training in proper handling of PII information.

Element 3 The Recipient will actively market and provide outreach support to colleges and universities on behalf of the SMART Program as follows:

Overview: A comprehensive and coordinated overarching marketing strategy is essential to the successful management, administration, and measurement of SMART. The primary objective of the SMART marketing strategy is to promote SMART as a coordinated and cohesive effort. This includes the inclusion of individual SMART facilities’ outreach events to promote the SMART Program to the public. In order to meet SMART goal of recruiting and retaining highly qualified, highly talented students, SMART marketing strategies and tactics will be designed to influence and educate High School and College students, educators and other key stakeholders about the STEM educational opportunities available across the SMART continuum, as well as DoD STEM career opportunities, while increasing participation among historically underserved/and underrepresented populations. This plan will include what information will be given to the public to include one of a kind internship opportunities and employment opportunities.

The Recipient will prepare marketing and promotional materials annually, in collaboration with the Cooperative Agreements Manager (CAM), to outline the SMART Program and ensure a high application response rate. Marketing and promotional material should contain or identify web links that contain SMART Program information, program contact information, and other promotional information.

Publicize and promote the SMART Scholarship Program to a wide ranging, national audience, comparable to other nationally renowned undergraduate and graduate level science and technology program, to attract the highest qualified prospective applicants. This includes the design and distribution of advertising and application materials and an appropriate method to reach audiences from which qualified applicants will be drawn. This can include print, electronic, and other media outlets.

The target audiences of the promotion of the SMART Scholarship Program to be considered include U.S. colleges and universities, appropriate industry and student professional and academic associations, National Defense Science and Engineering Graduate (NDSEG) fellowship and National Science Foundation award recipients whose award periods are ending by have not yet completed their degree programs, deans and department chairs in STEM disciplines at U.S.

colleges and universities. Consideration should also include DoD services and agencies as directed by the CAM, ensuring SMART has wide visibility within the science and technology directorates (i.e. commands and organizations w/in the DoD responsible for science and/or technology research, and/or engineering, programs and/or activities) (herein referred to as directorates and/or commands) in each service.

Element 4 Assist the SMART Program with payment of scholar’s tuition, stipends, and other expenses on behalf of the Government

Overview: One of the SMART Program’s biggest obstacles is the payment of tuition, stipends, and other expenses to non-DoD organizations and individuals. The need for the SMART Program to pay tuition to universities and colleges on behalf of students, as well as pay the scholar’s their stipends is imperative to the effective administration of the program. The timely payment of stipends and tuition solidifies the reputation of the SMART Program among public opinion allowing it to retain its prestige and ability to recruit. The need for an intermediary to take federal funds and disburse them to universities, colleges, and individuals is an essential element to the SMART Program that needs to be fulfilled.

The Applicant should consider that upon selection of the scholarship awardees, administrative files for each new scholarship recipient and information will be entered into the SIMS database.

The Government is looking for innovative and novel solutions for this data entry. Presently, the scholarship provides stipend, textbook/miscellaneous allowances, internship support payments, if required, and full tuition and required fees to the institution attended by the scholarship awardee.

The annual stipend for scholarship recipients will be determined for each year for each class.

Stipends are determined by the OASD(R&E)/RD. Stipends and other expenses are paid monthly directly to the scholars while tuition and fee payments are paid directly to the academic institution based on institutional billing practices. The Applicant will propose an efficient and effective plan to distribute stipend and academic fees even during peak payment periods, provide stipend payments monthly directly to the awardees, and pay tuition and fees based on institutional billing practices, using common financial business practices and tools. The anticipated number of scholars in academic pursuit is 500-800, with 400-700 scholars requiring stipends paid through this agreement. The Recipient will need to consider other payments such as: funding for new awardees eligible for a site visit allotment, stipends for the academic evaluation panelists participating in the evaluation panel, or other payments that may be made throughout the year. Anticipated funding level for tuition and stipends and other academic expenses is $30 - $50 million per year, based on budget.

The Recipient needs to take into consideration that a report of the amount of all stipend payments and allowance on each scholarship program participant is needed to be sent to the Internal Revenue Service (IRS) on the appropriate Federal forms and within the IRS required timeframe.

Each year approximately 100 SMART Scholarship Program participants are current DoD employees. The Applicant will propose an efficient and effective plan to prepare the Military Interdepartmental Purchase Request (MIPRs) and SOWs needed to fund the SMART Scholarship Program participants at their DoD Components and Commands, in close coordination with the SMART Program Office.

A. Federal Award Information

The FOA is expected to result in the award of a cooperative agreement with a performance period of five (5) years. The anticipated award amount of the cooperative agreement over the five year performance period is $236,375,000. See breakout below:

Year 1 Up to $ 30,000,000 Year 2 Up to $ 42,000,000 Year 3 Up to $ 51,000,000 Year 4 Up to $ 56,000,000 Year 5 Up to $ 56,000,000 Total: Up to $236,375,000* *The total amount includes a not to exceed (NTE) amount of $200,000 per year for travel and Marketing/Outreach shall remain a NTE amount of $200,000 per year, unless authorized by the CAM. In addition, stipends and tuition account for approximately 90% of the cost per year. The remaining balance would be used as the amount to put towards the level of effort proposed by the applicant.

Below is a brief description of a cooperative agreement:

Cooperative Agreement. A legal instrument which, consistent with 31 U.S.C. 6305, is used to enter into the same kind of relationship as a grant (see definition "grant"), except that substantial involvement is expected between the Federal Government and the recipient when carrying out the activity contemplated by the cooperative agreement. The term does not include "cooperative research and development agreements" as defined in 15 U.S.C. 3710a.

No fee or profit is allowed.

Cooperative agreements for institutions of higher education, nonprofit organizations, foreign organizations, and foreign public entities are primarily governed by the following:

a. Federal statutes

b. Federal regulations

c. 2 CFR Part 200, as modified and supplemented by DoD's interim implementation found at 2 CFR Part 1103

d. 32 CFR Parts 21, 22, 26, and 28

e. DoD Research and Development General Terms and Conditions

f. Agency-specific Research Terms and Conditions

Cooperative agreements for for-profit and nonprofit organizations exempted from Subpart E—Cost Principles of 2 CFR Part 200, are primarily governed by the following:

a. Federal statutes

b. Federal regulations

c. 32 CFR Part 34 - Administrative Requirements for Grants and Agreements with For-

Profit Organizations

d. 32 CFR Parts 21, 22, 26, and 28

e. DoD Research and Development General Terms and Conditions

f. Agency-specific Research Terms and Conditions

The authority for the SMART Program is USC Title 10, Section 2192a: “The Secretary of Defense shall carry out a program to provide financial assistance for education in science, mathematics, engineering, and technology skills and disciplines that, as determined by the Secretary, are critical to the national security functions of the Department of Defense and are needed in the Department of Defense workforce.”

The following websites may be accessed to obtain an electronic copy of the governing regulations and terms and conditions:

a. Code of Federal Regulations (CFR): http://www.ecfr.gov

b. DoD Research and Development General Terms and Conditions:

https://www.onr.navy.mil/Contracts-Grants/submit-proposal/grants-proposal/grants-terms-conditions.aspx

c. Agency-specific Research Terms and Conditions:

http://www.arl.army.mil/www/default.cfm?page=8

Substantial Government involvement is expected under the cooperative agreement and essential to the performance and successful execution of the SMART Program. The cooperative agreement enables and encourages the Recipient to synchronize and coordinate the program planning and execution of the SMART Program with the Government’s primary representative, the Cooperative Agreement Manager (CAM). It is the CAM’s responsibility to provide technical and fiscal oversight over the SMART Cooperative Agreement.

The CAM must ensure that the SMART Program is planned and executed in alignment with priorities and core objectives, within the parameters of the cooperative agreement, and in adherence to annually approved program plans and funding levels. In addition, it is the CAM’s responsibility to effectively and efficiently integrate STEM assets/resources across DoD’s Science and Technology (S&T) Enterprise to ensure program participants are exposed to and learn about STEM opportunities and careers within DoD. Substantial Government involvement is required to provide students STEM opportunities at laboratories and to integrate DoD involvement and representation during SMART events.

http://www.ecfr.gov/ https://www.onr.navy.mil/Contracts-Grants/submit-proposal/grants-proposal/grants-terms-conditions.aspx https://www.onr.navy.mil/Contracts-Grants/submit-proposal/grants-proposal/grants-terms-conditions.aspx

Reporting:

Element# Title Description/Type of Format Due Date Reviewer/ Acceptor

All Elements (1-4)

Written monthly status reports describing work performed during the month, anticipated future work, problems and/or delays

Microsoft Word, Access, Excel 10th of each month CAM

All Elements (1-4)

Quarterly Meetings Agenda and Presentation

Microsoft Word, Access, Excel 5 calendar days prior to quarterly meeting

CAM

Element 1 Final fully functional web portal including online application, selection, awards, orientation, and administrative portals

Website should be available and fully functional. Access for SMART Participants and all individuals and organizations as directed by the CAM

The Recipient shall have a transition in plan, to transfer the management of the existing website, within 15 calendar days of award. It is anticipated that the full transition for a fully operational website, to include all portals, will be completed within 60 calendar days. Then continuous through performance period

CAM

Element 1 Web Maintenance and Hosting Services

The recipient will host and provide web maintenance services on a routine continually basis throughout agreement performance

Continuous through performance period with no downtime longer than 8 hours per day with a monthly limit of 24 hours per month

CAM

Element 3 Promotion Materials

Print materials, electronic correspondence, journal articles, advertisements, announcements in both print and digital form where appropriate

Government shall have 5 calendar days to approve material.

Published/reprinted materials shall be available within 10 calendar days of each print or correspondence

CAM

Element 3 Science and Technology Academia List

The recipient will update and maintain a list of Science and Technology faculty members

No later than 30 calendar days after award

CAM

Element 1 Applicant Cost Detail Worksheet

A Microsoft Excel worksheet listing the expected tuition costs for each applicant. The worksheet should also include other applicant specific data as required by the CAM

NO later than 10 calendar days after close of application

CAM

Element 1 Final award lists and applicant materials

Electronic copies of service/command specific awardee files to be sent to each primary service POC and each command having selected participants

Due to service CAM, CAOs and command POC's no later than 5 calendar days after close of selection

CAM

Element 2 Fully functioning Database of participant records to support, track and report program progression, termination and debt collection and other issue, as needed

SMART Information Management (SIMS) database

Draft database within 15 calendar days of award.

The Government will have 5 business days to review the draft and provide comments and changes. The final deliverable will be required 45 calendar days after receipt of the Government comments on the draft. All SMART data shall be migrated to the SIMS including validation of data accuracy within 60 calendar days of award of agreement.

CAM

Element 1 Attendance at meetings and presentation of program briefs

Personal appearance or video or teleconference, meeting minutes as necessary

Ongoing and as needed in coordination with service CAO and CAM

CAM

All Elements (1- 4)

Program documentation

Reports, lists, tables, charts, forms as required in Microsoft Office format

Ongoing CAM

Element 4 Administer Stipends

Administer reports and records of payment to scholarship recipients

Continuous through performance period

CAM

Element 1 IRS reporting of stipend and allowance for each participant and academic evaluation panelist.

Federal forms as required by

IRS

As required by IRS IRS

Element 1 SMART Program Annual Report

Annual report following report template in Microsoft Word format

30 calendar days after the end of the program year

CAM

PROGRAM TRANSITION

Current SMART Contract ends on 14 JAN 2018. The US Army intends to award the cooperative agreement for the SMART Scholarship Program in October 2017 to allow a transitional period between the current contract awardee and the new agreement awardee. The CAM will facilitate the transition of all fundamental elements from the current contractor to new recipient.

Specific items to be transitioned to the new recipient are listed below, but are not inclusive of everything to be transferred:

• the domain smartscholarship.org and all sub-domains under it (the Government owns the domain, however the recipient will pay all fees associated with the upkeep of the domain)

• social media

• data in SIMS in COTS format

• iPads and other equipment

• financial projections and documents

• all other documentation

• outreach and marketing plans, tools, and supplies

The Recipient will develop and implement a plan to identify the tasks and activities required to efficiently transfer all support (i.e., documentation, processes, etc.) to recipient hardware and software systems to ensure seamless program operation upon agreement award. The plan should identify resources and organizations required with responsibilities, define schedules and resource estimates, and address plans to minimize operation risks. The recipient will participate in person or via electronic participation in a Government-scheduled, Kick-Off Meeting after award. The Recipient and any sub-recipient(s) shall participate in the Kick-Off Meeting. The purpose of this Kick-Off Meeting is to (1) aid both the Government and recipient personnel in achieving a clear and mutual understanding of all requirements, and (2) identify and resolve potential problems.

B. Eligibility Information

1. Eligible Applicants

Through the SMART Program, DoD envisions the Government will work with the Recipient to collaboratively advance STEM education and outreach programs conducted across the United States, Puerto Rico as well as DoD locations in Europe and the Pacific. All applicants are expected to have significant involvement and input into the program. To be qualified, potential applicants must:

• Have the management capability and adequate financial and technical resources to administer the program of activities envisioned under the SMART Program.

• Have a satisfactory record of administering such programs or activities (if a prior recipient of an award).

• Have a satisfactory record of integrity and business ethics.

• Be otherwise qualified and eligible to receive a cooperative agreement under applicable laws and regulation.

In deciding whether a Recipient is otherwise qualified, the Grants Officer shall ensure that the potential Applicant is registered and in good standing in the System for Award Management (SAM).

C. Application and Submission Information

1. Address to View Funding Opportunity Announcement

This FOA may be accessed via the following websites:

a. Grants.gov (www.grants.gov)

b. Federal Business Opportunities (www.fbo.gov)

c. ARL website http://www.arl.army.mil/www/default.cfm?page=8

Amendments to this FOA, if any, will be posted to these websites when they occur.

Interested parties are encouraged to periodically check these websites for updates and amendments.

The following information is for those wishing to respond to the FOA:

2. Content and Form of Application Submission

Application forms and instructions will be available at Grants.gov. To access these materials, go to http://www.grants.gov, select "Apply for Grants", and then select "Download an Application Package." Enter the funding opportunity number, W911NF-17-S-0009.

NOTE: Compatible versions of Adobe Reader are currently 8.1.1 and 8.1.2. You will be asked to specify your Operating System (examples: Windows, Mac) and Version (examples: XP, Vista, 10.4.9) be sure to specify Adobe Reader Version 8.1.2 to get the compatible version to apply for grants on Grants.gov. Click here to download version 8.1.2 from Adobe Website:

http://www.adobe.com/products/acrobat/readstep2_allversions.htm.

Applicants must complete the mandatory forms and any optional forms (e.g., SF-LLL Disclosure of Lobbying Activities) in accordance with the instructions on the forms and the additional instructions below. The required fields should be completed in accordance with the “pop-up” instructions on the forms. To activate the instructions, turn on the “Help Mode” (icon with the pointer and question mark at the top of the form). Files that are attached to the forms must be in Adobe Portable Document Form (PDF) unless otherwise specified in this announcement.

http://www.fbo.gov/ http://www.adobe.com/products/acrobat/readstep2_allversions.htm

The following formatting rules apply for the file attachments:

Paper size when printed – 8.5 x 11 inch paper Margins – 1 inch on all sides of paper Spacing – single Font – No smaller than Times New Roman, 10 point Form: SF 424 (R&R) (Mandatory) – Complete this form first to populate data in other forms.

Authorized Organization Representative (AOR) usernames and passwords serve as “electronic signatures” when your organization submits applications through Grants.gov. By using the SF 424 (R&R), applicants are providing the certification required by 32 CFR Part 28 regarding lobbying.

Form: Research & Related Other Project Information - Complete questions 1 through 6 and attach files.

Project Summary/Abstract (Field 7 on the form) - The Project Summary should be a brief abstract that summarizes the content of the proposal. The project summary must not exceed 5 pages. Pages in excess of this page limit will not be evaluated.

• Project Narrative (Field 8 on the form) - Chapters and Numbers of pages – Field 8 is to contain the chapters set forth below and may not exceed the stipulated page counts for those chapters.

Pages in excess of the noted page limits will not be evaluated.

• Chapter 1- Plan. The pages included in Chapter 1 shall be numbered. Applicants are advised that Chapter 1 must not exceed 20 pages, utilizing one side of the page.

• Chapter 2 - Management and Execution Plan. The pages included in Chapter 2 shall be numbered. Applicants are advised that Chapter 2 of the proposal must not exceed 10 pages, utilizing one side of the page.

• Chapter 3 - Past Performance Information - The pages included in Chapter 3 shall be numbered. Applicants are advised that Chapter 3 of the proposal must not exceed 10 pages, utilizing one side of the page. This does not include past performance questionnaires.

• Chapter 4 - Credentials - Credentials are limited to 10 pages but does not include the resumes or biographical sketches of indviduals.

Bibliography and References Cited (Field 9 on the form) - Attach a listing of applicable publications cited in above sections.

Facilities and Other Resources (Field 10 on the form) - The applicant is to include a listing of facilities and other resources available to support the proposal. Any Government resources necessary for performance are to be clearly identified. Attach this information at Field 10.

Equipment (Field 11 on the form) - The applicant is to include a listing of equipment available to support the proposal. Any Government equipment necessary for performance is to be clearly identified. Attach this information at Field 11.

Other Attachments (Field 12 on the form) are as follows:

ATTACHMENT 1. Attach the Cost Proposal. The cost portion of the proposal shall contain cost estimates sufficiently detailed for meaningful evaluation. For budget purposes, assume a performance start date of 31 October 2017. For all proposals, the elements of the budget should include:

• Direct Labor - Individual labor category or person, with associated labor hours and unburdened direct labor rates.

• Indirect Costs - Fringe benefits, overhead, G&A, etc. (must show base amount and rate).

Justify.

• Travel - Number of trips, destination, duration, etc. Justify and include basis for costs.

• Subaward - A cost proposal, as detailed as the Applicant's cost proposal, will be required to be submitted by each proposed subrecipient.

• Consultant - Provide consultant agreement or other document that verifies the proposed loaded daily/hourly rate. Include a description of the nature of and the need for any consultant's participation. Provide budget justification.

• Materials - Specifically itemized with costs or estimated costs. An explanation of any estimating factors, including their derivation and application, shall be provided. Include a brief description of the applicant's procurement method to be used (competition, engineering estimate, market survey, etc.). Justify.

• Other Directs Costs - Particularly any proposed items of equipment or facilities. Equipment and facilities generally must be furnished by the recipient (justifications must be provided when Government funding for such items is sought). Include a brief description of the applicant's procurement method to be used (competition, engineering estimate, market research, etc.).

Justify.

ATTACHMENT 2. SF-LLL - Disclosure of Lobbying Activities If applicable, attach a complete SF- LLL. Applicability: If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the grant/collaborative agreement, you must complete and submit Standard Form - LLL, "Disclosure Form to Report Lobbying.”

ATTACHMENT 3 – Complete the following and include with the submission:

Representations under DoD Assistance Agreements: Appropriations Provisions on Tax Delinquency and Felony Convictions

(1) The applicant represents that it is ___ is not ___ a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability.

(2) The applicant represents that it is ___ is not ___ a corporation that was convicted of a criminal violation under any Federal law within the preceding 24 months.

NOTE: If an applicant responds in the affirmative to either of the above representations, the applicant is ineligible to receive an award unless the agency suspension and debarment official (SDO) has considered suspension or debarment and determined that further action is not required to protect the Government’s interests. The applicant therefore should provide information about its tax liability or conviction to the agency’s SDO as soon as it can do so, to facilitate completion of the required consideration before award decisions are made. Applicant’s authorized representative must sign and date form.

3. Unique Entity Identifier and System for Award Management (SAM)

a. Each applicant (unless the applicant is an individual or Federal awarding agency that is exempt from those requirements under 2 CFR 25.110(b) or (c), or has an exemption approved by the Federal awarding agency under 2 CFR 25.110(d)) is required to:

i. Be registered in SAM prior to submitting its application;

ii. Provide a valid unique entity identifier (formerly DUNS) in its application; and

iii. Maintain an active SAM registration with current information at all times during which it has an active Federal award or an application or plan under consideration by a Federal awarding agency.

b. The Federal awarding agency may not make a Federal award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements. If an applicant has not fully complied with the requirements by the time the Federal awarding agency is ready to make a Federal award, the Federal awarding agency may determine that the applicant is not qualified to receive a Federal award and use that determination as a basis for making a Federal award to another applicant.

4. Submission Dates and Times

a. Proposals

Electronic submission of proposals through grants.gov are due by 3:00 PM local Durham, NC, USA time 11 July 2017. Proposals submitted after the closing date will not be considered or evaluated by the Government.

b. Proposal Receipt Notices

i. Grants.gov: After a proposal is submitted to Grants.gov, the AOR will receive a series of three emails from Grants.gov. The first two emails will be received within 24 to 48 hours after submission. The first email will confirm time of receipt of the proposal by the Grants.gov system and the second will indicate that the proposal has either been successfully validated by the system prior to transmission to the grantor agency or has been rejected due to errors. A third email will be received once the grantor agency has confirmed receipt of the proposal. Reference the

Grants.gov User Guide at http://www.grants.gov/help/html/help/index.htm?callingApp=custom#t=Get_Started%2FGet_Star ted.htm for information on how to track your application package.

For the purposes of this FOA, an applicant’s proposal is not considered received by ARO until the AOR receives email #3.

5. Intergovernmental Review

Not Applicable

6. Funding Restrictions

There are no specific funding restrictions associated with this FOA (e.g. direct costs, indirect costs, etc.).

7. Other Submission Requirements

a. Information to Be Requested from Successful Applicants: Applicants whose proposals are accepted for funding will be contacted before award to provide additional information required for award. The required information may include requests to clarifying budget explanations, representations, certifications, and some technical aspects.

D. Proposal Review Information

1. Criteria

It is the intent of the FOA to solicit the most creative, innovative, and effective approach to the administration of the SMART Program. The award decision will be based on an overall evaluation of each applicant’s proposal in accordance with the factors set forth below. The factors are (1) Technical Plan to administer the Smart Program, (2) Management, (3) Past Performance, and (4) Credentials.

Factor (1) Technical Plan - This plan shall include details on how the SMART program fundamental elements will be administered; focusing on how such plans will lead to achieving the four (4) SMART fundamental elements. Each of the fundamental elements needs to be addressed individually, and then an explanation of how the applicant will bring all 4 of the fundamental elements together for successful and satisfactory administration of the SMART program. Evidence of the inclusion of the appropriate technical expertise required to execute a competitive selection process expected to result in the recruitment of candidates of the highest caliber. Applicants must provide documentation supporting the ability to host an evaluation of applications to include the recruitment of subject matter experts from both DoD and academia. Documentation may include, but not be limited to:

prior experience with the administration of application cycles, monitoring and interaction with students during academic pursuit, monitoring of scholars upon graduation, hiring tracking, prior use of the expert/organization to students qualifications, prior experience with http://www.grants.gov/help/html/help/index.htm?callingApp=custom#t=Get_Started%2FGet_Started.htm http://www.grants.gov/help/html/help/index.htm?callingApp=custom#t=Get_Started%2FGet_Started.htm debt collection, agreements with scientific organizations / individuals, etc. The applicant must also demonstrate the capability to develop and maintain a complex, multi-user database and web-based front end. This capability can be in the form of technical expertise, ongoing projects for other contracts/agreements/grants, or a combination of other demonstrable capabilities. The applicant shall clearly address its plan for increasing awareness of SMART. The applicant’s application shall also address the process the applicants will use to facilitate transitioning from the current program to the resulting program once awarded.

The Government will use all of the submitted documentation to evaluate the applicant’s capability and technical competence in all areas of the SMART Program Lifecycle, to include but not limited to, application cycle, monitoring of scholars in academic pursuit, monitoring of students in service commitment, hiring tracking, database development and maintenance, marketing and outreach for STEM programs, and disbursing and tracking funds. The application shall include a discussion on how sub-recipients are selected, if applicable. All of these areas listed as well as the scope of work listed in the fundamental elements will be evaluated against the submitted documentation and application to develop an overall technical score for this factor.

Factor (2) Management - This element will focus upon the plan for managing the administration of recipient activities over the lifetime of the SMART Program.