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The Air Force Research Laboratory, Wright-Patterson Air Force Base, Ohio, is responsible for the implementation and management of the Air Force SBIR Program. The Air Force Program Manager is Mr. Steve Guilfoos, 1-800-222-0336. For general inquires or problems with the electronic submission, contact the DoD Help Desk at 1-866-724-7457 (1-866-SBIRHLP) (8am to 5pm EST). For technical questions about the topic during the pre-solicitation period (1 Oct through 1 Dec), contact the Topic Authors listed for each topic on the website. For information on obtaining answers to your technical questions during the formal solicitation period (2 Dec through 15 Jan), go to http://www.acq.osd.mil/sadbu/sbir/solicitations/sitis.htm.
The Air Force SBIR Program is a mission-oriented program that integrates the needs and requirements of the Air Force through R&D topics that have military and commercial potential. Information can be found at the following website: http://www.afrl.af.mil/sbir/index.htm.
PHASE I PROPOSAL SUBMISSION:
Read the DoD front section of this solicitation for detailed instructions on proposal format and program requirements. When you prepare your proposal, keep in mind that Phase I should address the feasibility of a solution to the topic. For the Air Force, the contract period of performance for Phase I shall be nine (9) months, and the award shall not exceed $100,000. We will accept only one cost proposal per topic proposal and it must address the entire nine-month contract period of performance.
The Phase I award winners must accomplish their primary research during the first six months of the contract. This primary research effort alone, is used to determine whether the Air Force will request a Phase II proposal. We anticipate no more than 80% of the total cost should be expended within the first six months. After the first six months, additional related research should further the Phase I effort and put the small business in a better position to start Phase II, if awarded. The last three months of the nine-month Phase I contract will provide project continuity for all Phase II award winners so no modification to the Phase I contract should be necessary. Phase I proposals have a 25 page-limit (excluding Company Commercialization Report). The Air Force will evaluate and select Phase I proposals using scientific review criteria based upon technical merit and other criteria as discussed in this solicitation document.
It is mandatory that the complete proposal submission -- DoD Proposal Cover Sheet, entire Technical Proposal with any appendices, Cost Proposal, and the Company Commercialization Report -- be submitted electronically through the DoD SBIR website at http://www.dodsbir.net/submission. Each of these documents is to be submitted separately through the website. Your complete proposal must be submitted via the submissions site on or before the 5:00pm EST, 15 January 2003 deadline. A hardcopy will not be required. Signatures are not required at proposal submission when you submit your proposal over the Internet. If you have any questions or problems with electronic submission, contact the DoD SBIR Help Desk at 1-866-724-7457 (8am to 5pm EST).
Acceptable Format for On-Line Submission: All technical proposal files must be in Portable Document Format (PDF) for evaluation purposes. The Technical Proposal should include all graphics and attachments but should not include the Cover Sheet or Company Commercialization Report (as these items are completed separately). Cost Proposal information should be provided by completing the on-line Cost Proposal form and including the itemized listing (a-h) specified in the Cost Proposal section later in these instructions. This itemized listing should be placed as the last page(s) of the Technical Proposal Upload. (Note: Only one file can be uploaded to the DoD Submission Site. Ensure that this single file includes your complete Technical Proposal and the additional cost proposal information.)
Technical Proposals should conform to the limitations on margins and number of pages specified in the front section of this DoD solicitation. However, your cost proposal will only count as one page and your Cover Sheet will only count as two, no matter how they print out after being converted. Most proposals will be printed out on black and white printers so make sure all graphics are distinguishable in black and white. It is strongly encouraged that you perform a virus check on each submission to avoid complications or delays in submitting your Technical Proposal. To verify that your proposal has been received, click on the “Check Upload” icon to view your proposal. Typically, your proposal will be uploaded within the hour. However, if your proposal does not appear after an hour, please contact the DoD Help Desk.
Identify key personnel who will be involved in this project, including information on directly related education and experience. A resume of the principle investigator, including a list of publications, if any, must be included. Resumes of proposed consultants, if any, are also useful. Consultant resumes may be abbreviated. Please identify any foreign nationals you expect to be involved in this project, as a direct employee, subcontractor, or consultant. Please provide resumes, country of origin and an explanation of the individual’s involvement.
The cost proposal must be at a level of detail that would enable Air Force personnel to determine the purpose, necessity and reasonability of each cost element. Provide sufficient information on how funds will be used if the contract is awarded. Include any additional cost proposal information at the end of your technical proposal. The additional cost proposal information will not count against the 25 page limit.
a. Special Tooling and Test Equipment and Material: The inclusion of equipment and materials will be carefully reviewed relative to need and appropriateness of the work proposed. The purchase of special tooling and test equipment must, in the opinion of the Contracting Officer, be advantageous to the government and relate directly to the specific effort. They may include such items as innovative instrumentation and / or automatic test equipment.
b. Direct Cost Materials: Justify costs for materials, parts, and supplies with an itemized list containing types, quantities, price and where appropriate, purposes.
c. Other Direct Costs: This category of costs includes specialized services such as machining or milling, special testing or analysis, costs incurred in obtaining temporary use of specialized equipment. Proposals, which include leased hardware, must provide an adequate lease vs. purchase justification or rational.
d. Direct Labor: Identify key personnel by name if possible or by labor category if specific names are not available. The number of hours, labor overhead and / or fringe benefits and actual hourly rates for each individual are also necessary.
e. Travel: Travel costs must relate to the needs of the project. Break out travel cost by trip, with the number of travelers, airfare, per diem, lodging, etc. The number of trips required, as well as the destination and purpose of each trip. Recommend budgeting at least one (1) trip to the Air Force location managing the contract.
f. Cost Sharing: Cost sharing is permitted. However, cost sharing is not required, nor will it be an evaluation factor in the consideration of a proposal. Please note that cost share contracts do not allow fees.
g. Subcontracts: Involvement of university or other consultants in the planning and / or research stages of the project may be appropriate. If the offeror intends such involvement, described in detail and include information in the cost proposal. The proposed total of all consultant fees, facility leases or usage fees and other subcontract or purchase agreements may not exceed 50% of the total contract price or cost, unless otherwise approved in writing by the contracting officer.
(NOTE): The Small Business Administration has issued the following guidance:
“ Agencies participating in the SBIR Program will not issue SBIR contracts to small business firms that include provisions for subcontracting any portion of that contract award back to the originating agency or any other Federal Government agency, including Federal Funded Research and Development Centers (FFRDCs).”
Support subcontract costs with copies of the subcontract agreements. The supporting agreement documents must adequately describe the work to be performed (i.e. cost proposal). At the very least, a statement of work with a corresponding detailed cost proposal for each planned subcontract.
h. Consultants: Provide a separate agreement letter for each consultant. The letter should briefly state what service or assistance will be provided, the number of hours required and hourly rate.
Detailed instructions on the Air Force Phase II program and notification of the opportunity to submit a FAST TRACK application will be forwarded to all Phase I awardees by the awarding Air Force organization at the time of the Phase I contract award. The Air Force encourages businesses to consider a FAST TRACK application when they can attract outside funding and the technology is mature enough to be ready for application following successful completion of the Phase II contract.
For FAST TRACK applicants, should the outside funding not become available by the time designated by the awarding Air Force activity, the offeror will not be considered for any Phase II award. FAST TRACK applicants may submit a Phase II proposal prior to receiving a formal invitation letter. The Air Force will select Phase II winners based solely upon the merits of the proposal submitted, including FAST TRACK applicants.
PHASE II PROPOSAL SUBMISSIONS:
Phase II is the demonstration of the technology that was found feasible in Phase I. Only those Phase I awardees that are invited to submit a Phase II proposal and all FAST TRACK applicants will be eligible to submit a Phase II proposal. The awarding Air Force organization will send detailed Phase II proposal instructions to the appropriate small businesses. Phase II efforts are typically two (2) years in duration and not exceed $750,000. (NOTE) All Phase II awardees must have a Defense Contract Audit Agency (DCAA) approved accounting system.
All Phase II proposals must have a complete electronic submission. Complete electronic submission includes the submission of the Cover Sheet, Cost Proposal, Company Commercialization Report, the ENTIRE technical proposal and any appendices via the DoD submission site. The DoD proposal submission site http://www.dodsbir.net/submission will lead you through the process for submitting your technical proposal and all of the sections electronically. Your proposal must be submitted via the submission site on or before the Air Force activity specified deadline. Phase II proposal submission is limited to 75 pages. Phase II Cost Proposal information should be provided by completing the on-line Cost Proposal form and including the itemized listing (a-h) specified in the Cost Proposal section earlier in these instructions. This itemized listing will not count against the page limitation and should be placed as the last page(s) of the Technical Proposal Upload. (Note: Only one file can be uploaded to the DoD Submission Site. Ensure that this single file includes your complete Technical Proposal and the additional cost proposal information.)
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