How to Prepare a Successful Phase 1 SBIR Proposal for USSOCOM

How to Prepare a Successful Phase 1
SBIR Proposal for USSOCOM
Jenny C. Servo, Ph.D.
November 27, 2013
1
AGENDA
• Value of submitting an SBIR Proposal
• DoD Proposal Submission Instructions
– Preface instructions
– USSOCOM instructions
– USSOCOM Topics
• Important guidelines for the Technical
and Cost Volumes
• Proposed timeline and approach
– State resources
• http://archive.sba.gov/aboutsba/sbaprograms/sbdc/sbdclocat
or/SBDC_LOCATOR.html
2
SBIR funding
• This is not a
loan or
equity
investment
• It is funding
provided to
conduct
innovative,
research and
development
11/26/2013
• Phase I SBIR [concept dev.]
– Typically between $70K-$150K
– Typically 6-12 months
– May be broken into Base & Option
• Phase II SBIR [Prototype dev.]
– Typically between $500K and $1M
– Typically 24 months
– May be broken into Base & Option
• Phase 3 SBIR
[Commercialization]
– Private sector or non-SBIR funding
– Derives from, extends, or completes an effort
made under a prior SBIR funding agreement
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Department of Defense
3
Solicitation 14.1
• Army, Navy, Air Force, CBS, DARPA, OSD, DHP
and SOCOM
• November 20, 2013 - Solicitation issued for pre-release
– NOTE: USSOCOM will only accept inquiries submitted in writing
through sbir@socom.mil
• December 20, 2013 - DoD begins accepting proposals
• January 22, 2014 - Deadline for receipt of proposals at 6:00
am ET
• 1-866-724-7457
• http://www.dodsbir.net
[Resource Center]
4
What does solicitation look like?
5
Phase 1
11/26/2013
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6
Eligibility to submit proposals
• Proposer must qualify as a small business concern [SBC]
at the time of award
– Usually under 500 employees, SBA size standards apply
– 13 C.F.R. § 121.702
• Two-thirds of the work must be done by the proposing
firm for Phase 1, in Phase 2 50% of the work must be
done by proposing firms
– SBIR efforts may include subcontracts with Federal Laboratories and Federally
Funded Research and Development Centers (FFRDCs). A waiver is no longer
required for the use of federal laboratories and FFRDCs; however, proposers
must certify their use of such facilities on the Cover Sheet of the proposal.
Subcontracts with other federal organizations are not permitted.
– A subcontract is any agreement, other than one involving an employer-employee
relationship, entered into by an awardee of a funding agreement calling for
supplies or services for the performance of the original funding agreement. This
includes consultants.
–
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Eligibility -continued
• For both Phase 1 and Phase 2 the primary employment of
the principal investigator [PI] must be with the small
business at the time of the award and during the conduct
of the proposed effort.
– Primary employment means that more than one-half of the principal
investigator's time is spent with the small business
– Primary employment with a small business concern precludes full-time
employment at another organization.
– All R&D must be performed by the SBC and its subcontractors in the United
States.
– Deviations from the requirements identified above must be approved in writing by
the Contracting Officer
8
Eligibility - continued
• Joint ventures and limited partnerships are permitted,
provided that the entity created qualifies as a small
business in accordance with the Small Business Act, 15
U.S.C. § 631.
• Small businesses that are owned in majority part by multiple
venture capital operating companies, hedge funds, or
private equity funds are ineligible to submit applications for
opportunities in the SBIR 14.1 solicitation.
– An exception to this is a small business which would still be eligible if the
aggregate of all owners, and their affiliates, subsidiaries and other firms in
which they invest meets the requirements of a small business concern.
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Registrations and
Certifications
• Proposing firms must be registered in the DoD
Submission system
at:www.dodsbir.net/submission/SignIn.asp in order to
prepare and submit proposals.
• Before the DoD Components can award a contract,
proposing firms must be registered in the System for
Award Management (SAM). If you were previously
registered in the Central Contractors Registry (CCR),
your information has been transferred to SAM
• If you are totally new you will need a Commercial and
Government Entry (CAGE) and Data Universal
Numbering System (DUNS) number. Follow
instructions on SAM website.
10
Guidelines for Phase 1 Proposal Submission
• This solicitation and the electronic submission site
are designed to reduce the time and cost required to
prepare a formal proposal.
– Since the guidance on allowable content may vary by
Component, it is the proposing firm’s responsibility to consult
the Component-specific instruction for detailed guidance.
– A complete proposal consists of four volumes:
•
•
•
•
Volume 1: Proposal Cover Sheet
Volume 2: Technical Volume [20 pages]
Volume 3: Cost Volume
Volume 4: Company Commercialization Report
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Phase 1 Proposal guidelines
• For USSOCOM
– Potential offerors shall submit all Phase I and
Phase II proposals in accordance with the
DoD Program Solicitation at
www.dodsbir.net/solicitation.
• The Technical Volume submission, exclusive of
the Company Commercialization Report and the
Cost Proposal, shall not exceed 20 pages.
• Pages submitted in excess of the twenty (20)
page limit will not be reviewed.
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Phase 1 Proposal guidelines
• The electronic submission site provides a structure
for providing these four sections but the proposing
firm must begin entering its proposal by providing
information for the Proposal Cover Sheet. After the
firm saves the draft Proposal Cover Sheet, the
system will assign a proposal number. Please make
note of this proposal number and print it for future
reference.
– There is no “Submit” button. All proposals in the system at
solicitation close will automatically be submitted. The
proposer may add the remaining volumes or edit the
Proposal Cover Sheet until solicitation close.
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Marking Proprietary Info
•
•
See page 18, Section 5.3
Offerors that include in their proposals data that they do not want disclosed to
the public for any purpose, or used by the Government except for evaluation
purposes, shall:
–
–
•
(2)
–
(1) Mark the first page of each Volume of the Submission with the following legend:
"This proposal includes data that shall not be disclosed outside the Government and shall not be
duplicated, used, or disclosed-in whole or in part-for any purpose other than to evaluate this
proposal. If, however, a contract is awarded to this offeror as a result of-or in connection with-the
submission of this data, the Government shall have the right to duplicate, use, or disclose the data
to the extent provided in the resulting contract. This restriction does not limit the Government's right
to use information contained in this data if it is obtained from another source without restriction. The
data subject to this restriction are contained in pages [insert numbers or other identification of
sheets]"; and
Mark each sheet of data it wishes to restrict with the following legend:
"Use or disclosure of data contained on this page is subject to the restriction on the first page of this
volume."
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Proposal Cover Sheet (Vol. 1)
• The cover sheet must include a brief technical abstract
of no more than 200 words that describes the proposed
R&D project with a discussion of anticipated benefits and
potential commercial applications.
– Do not include proprietary or classified information in the
Proposal Cover Sheet.
– If your proposal is selected for award, the technical abstract and
discussion of anticipated benefits will be publicly released on the
Internet.
– Once the Cover Sheets is saved, the system will assign a
proposal number.
– You may edit the cover sheet as often as necessary until the
solicitation closes.
15
Technical Volume [Vol. 2]
Variable
Explanation
Type of file
The Technical Volume must be a single Portable Document
Format (PDF) file, including graphics. Perform a virus check
before uploading the Technical Volume file. Do not lock or
encrypt the uploaded file.
Length
The Technical Volume is limited to 20 pages.
Layout
Number all pages of your proposal consecutively. If a virus is
detected, it may cause rejection of the proposal. Those who
wish to respond must submit a direct, concise, and informative
research or research and development proposal of no more
than 20 pages (no type smaller than 10-point on standard 81/2" x 11" paper with one inch margins). The header on each
page of the technical proposal should contain your company
name, topic number, and proposal number assigned by the DoD
Electronic Submission Web site when the cover sheet was
created. The header may be included in the one-inch margin.
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Content of Technical Volume
• Please address in this order [See pg 19]
–
–
–
–
–
–
–
–
–
–
–
Identification and Significance of the Problem or Opportunity
Phase I Technical Objectives
Phase 1 Statement of Work (including subcontractor's efforts)
Related Work
Relationship with Future Research or Research and Development
Commercialization Strategy
Key Personnel [all resumes count towards page limit]
Foreign Citizens
Facilities/Equipment
Subcontractors/Consultants
Prior, Current, or Pending Support of Similar Proposals or Awards
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Content of Cost Volume [Vol.
3]
• See Details on Page 21
– USSOCOM states "Offerors must complete the cost
proposal using the Cost Proposal form posted on the
USSOCOM section of the www.dodsbir.net/solicitation
site.
• Complete the Cost Volume in the format shown in the Cost
Breakdown Guidance by using the on-line cost volume form on
the DoD Electronic Submission Web site. Some items in the Cost
Breakdown Guidance may not apply to the proposed project. If
that is the case, there is no need to provide information on each
and every item. What matters is that enough information be
provided to allow us to understand how you plan to use the
requested funds if a contract is awarded.
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Company Commercialization
Report [Vol. 4]
• This is prepared through the DoD Electronic
Submission Web site
• Always required – even if you have never had an
SBIR award
– A. Sales revenue from new products and non-R&D services resulting from
Phase II technology;
– B. Additional investment from sources other than the federal SBIR/STTR
Program in activities that further the development and/or commercialization of
Phase II technology;
– C. Whether the Phase II technology has been used in a fielded DoD system or
acquisition program and, if so, which system or program;
– D.The number of patents resulting from the contractor's participation in the
SBIR/STTR Program;
– E. Growth in number of firm employees; and
– F. Whether the firm has completed an initial public offering of stock (IPO)
resulting, in part, from a Phase II project.
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Volume 4
•
•
•
•
•
•
All DoD and non-DoD Phase II projects must be reported, regardless of
whether the project has any commercialization to date
The system will calculate a Commercialization Achievement Index (CAI)
Only firms with four or more Phase II projects that were awarded at least
two years prior to this solicitation will receive a CAI score; otherwise the CAI
is not applicable (see the Company Commercialization Report section of the
DoD Submission Web site for more details).
Firms with a CAI at the 20th percentile or below will be rated no higher than
“Marginal” for this factor.
This report shall only be prepared once and submitted with all your
proposals for this solicitation.
A report showing that a firm has received no prior Phase II awards will not
affect the firm's ability to obtain an SBIR award.
20
Additional USSOCOM comments
•
•
•
•
•
All proposal information must be received electronically via the DOD
SBIR/STTR Submission site. To submit, proceed to
http://www.dodsbir.net/submission.
Once registered, a company must prepare (and update) their Company
Commercialization Report Data, prepare (and edit) Proposal Cover Sheets,
complete the Cost Proposal form, and upload corresponding Technical
Proposal(s).
Paper copies will be deemed non-responsive and will not be considered. A
complete electronic submission is required for proposal evaluation. An
electronic signature is not required on the proposal.
The DoD SBIR/STTR Submission site will present a confirmation page
when a Technical Proposal file upload was received. The upload will be
available for viewing on the site within an hour.
It is in your best interest to review the upload to ensure the server received
the complete, readable file.
21
USSOCOM evaluation criteria
•
•
USSOCOM conducts a formal source selection process to
determine which offerors should be awarded Phase I SBIR
contracts.
USSOCOM evaluates Phase I proposals using the evaluation
criteria specified in Section 6.0 entitled “Phase I Evaluation Criteria”
of the DoD SBIR Solicitation.
– The soundness, technical merit, and innovation of the proposed approach
and its incremental progress toward topic or subtopic solution.
– The qualifications of the proposed principal/key investigators, supporting
staff, and consultants. Qualifications include not only the ability to perform the
research and development but also the ability to commercialize the results.
– The potential for commercial (Government or private sector) application and the
benefits expected to accrue from this commercialization.
– Where technical evaluations are essentially equal in merit, cost to the
Government will be considered in determining the successful offeror
22
Time till Decision
• Across DoD, the median time between
the date that the SBIR solicitation
closes and the award of a Phase I
contract is approximately four months.
23
Unsuccessful Offeror
•
An unsuccessful offeror that submits a written request for a
debriefing within 30 days of being notified that its proposal was not
selected for award will be provided a debriefing.
– Please note that some Component-unique debriefing processes exist; in those
cases, the Component debriefing instructions supersede instructions provided
here.
– The written request should be sent to the DoD organization that provided such
notification to the offeror.
– Be advised that an offeror that fails to submit a timely request is not entitled to a
debriefing, although untimely debriefing requests may be accommodated at the
Government's discretion.
24
SBIR Program Description
• The United States Special Operations
Command (USSOCOM) seeks small
businesses with strong research and
development capabilities to pursue and
commercialize technologies needed by
Special Operations Forces (SOF)
– The USSOCOM Program Executive Officers (PEOs) submitted
topics to the USSOCOM SBIR Program Manager (PM) as topics
that may transition to an acquisition Program of Record (PoR) or
Concept of Operation (ConOps). In turn, the USSOCOM SBIR
PM submitted the topics to the Department of Defense (DoD)
and the DoD 14.1 SBIR solicitation.
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Program Executive Offices
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USSOCOM Topics in 14.1
There are seven topics in USSOCOM 14.1
•
SOCOM14-001
•
SOCOM14-002
•
SOCOM14-003
•
SOCOM14-004
•
SOCOM14-005
•
SOCOM14-006
Power Supply for the Tactical Assault Light operator
Suit (TALOS)
Advanced Transparent Armor Materials and
Manufacturing Methods
Advanced Opaque Armor Materials and
Manufacturing Methods
Hydrogen Generation from Water and Full or Partial
Replacement of Petroleum Fuels in Diesel
Internal Combustion Engines
High Performance Marine Diesel Closed Coolant
System for High Speed Combatant Craft
Low Acoustic Signature Manned Intelligence,
Surveillance, and Reconnaissance
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Topic Components
•
•
•
•
•
•
•
•
•
•
Technology Area
Acquisition Program
Objective
Description
Phase 1
Phase II
Phase III Dual-Use Applications
References
Keywords
E-mail
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Sample Topic
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What if these topics don’t
work for me?
• Use the Topic
Search Engine
• http://www.dodsbir.n
et/Topics/Default.as
p
• Example using UAV
• Try synonyms
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TPOC questions during Pre-release
• Objectives of questions:
– Questions should be limited to specific information
related to improving the understanding of a particular
topic’s requirements.
– Proposing firms may NOT ask for advice or guidance
on solution approach
– Proposing firms may NOT submit additional material
to the topic author.
• All will accept by phone or e-mail,
except SOCOM which accepts by e-mail
only
11/26/2013
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31
Questions After Pre-Release period
• Questions are submitted by e-mail only
and are posted on SITIS along with the
answers
• Be careful about how you pose your
questions
• http://www.dodsbir.net/Topics/Default.a
sp
– Search by topic number
11/26/2013
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32
You have one month
MAKING THE BEST USE OF
YOUR TIME
33
Sample Schedule
11/26/2013
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34
Start with activities that require
the involvement of others
• Get answers to question that you may
have about the Topic
• Get certifications and registration in
order
• Secure involvement of subcontractors
• Get the information together in the
appropriate form for the cost proposal
35
Work from the Outlines
provided
• Read everything associated with the
solicitation topic
– Acquisition Program
– References
• Consider the realistic costs and time
associated with the solution
• Review the technical proposal format
• Review the evaluation criteria
• Allow time for a "red team"
36
Use the DoD site
• Log into the DoD site and become
comfortable with it
• Plan to submit your proposal two days
before its due – things will always go
wrong if you leave it to the last minute.
37
Use a Check list
• A complete proposal consists of FOUR
volumes
–
–
–
–
Volume 1: Proposal Cover Sheet
Volume 2: Technical Volume
Volume 3: Cost Volume
Volume 4: Company Commercialization Report
• Read and follow all instructions
contained in this solicitation, including
the instructions in Section 12.0 of the
DoD Component to which the firm is
applying.
38
Check List
• 2) Register the firm on the secure,
password-protected DoD Electronic
Submission Web site
(http://www.dodsbir.net/submission/Sig
nIn.asp) and, as instructed on the Web
site, prepare the firm’s submission.
39
Check List
• 3) Check that the cost adheres to the
Component criteria specified and the
cost on the cover sheets matches the
cost in the cost volume.
• 4) Check that the Project Abstract and
other content provided on the cover
sheets contain NO proprietary
information.
40
Check List
• 5) Mark proprietary information within
the Technical Volume as instructed in
Section 5.3.
• 6) The content in the technical volume,
including the option (if applicable),
includes the items in Section 5.4.c.
41
Check List
• 7)That the header on each page of the
technical volume should contain the
company name, topic number, and
proposal number. (The header may be
included in the one-inch margins.)
• 8) The Company Commercialization
Report is submitted online in
accordance with Section 5.4.e. This
report is required even if the firm has
not received prior SBIR funding.
42
Check List
• 9) Limit your Technical Volume to 20
pages.
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Call DoD HELP LINE 1-866-724-7457
WISHING YOU WELL
44
Important Sites
Tools
Benefit
Topic Search Engine
Can search all topics at one
time
http://www.dodsbir.net/Topics/Default.asp
DoD Solicitations
http://www.acq.osd.mil/osbp/sbir/solicitations/sbir20141/index.sht
ml
SITIS – SBIR/STTR Interactive Topic
http://www.dodsbir.net/sitis/
SITIS Quick Scan
http://www.dodsbir.net/sitis/quick_scan.asp
11/26/2013
This particular site provides
access to all solicitations on
one page
Once the solicitation opens,
you can see Q&A here
See questions that others have
posted related to specific
topics
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45
Important Sites
Tools
Benefit
DoD SBIR/STTR Tutorial – search for
Cost
Contains a link to a completed form – even
though it is hard to read
http://www.dodsbir.net/tutorial/tutorialtext.htm#costproposal
SBIR Cost Proposal
http://www.acq.osd.mil/osbp/sbir/sb/resources/de
skreference/quickref/costproposal.shtml
DoD Resource Center
Provides a little more information on cost
proposal prep
A useful jumping off point for many things
https://www.dodsbir.net/
HELP desk
Call and e-mail for assistance
www.dodsbir.net/helpdesk
1-866-724-7457
11/26/2013
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46
If the TOPIC is ITAR
• International Traffic In Arms Regulation
– As part of the Phase 1 proposal, the offeror shall
verify the US citizen status of each employee who will
participate in the technology effort
– The identification of foreign national involvement in a
USSOCOM SBIR topic is also needed to determine if
a company is ineligible for award on a USSOCOM
ITAR designated topic. A company employing a
foreign national on a USSOCOM ITAR topic must
possess an export license to receive a SBIR Phase I
or Phase II contract
47