DEMYSTIFYING DARPA: A VIEW FROM THE DEPARTMENT LEVEL. Presenters: Will Helmrath Chad Restrick

Transcription

1 DEMYSTIFYING DARPA: A VIEW FROM THE DEPARTMENT LEVEL Presenters: Will Helmrath Chad Restrick 2015 NCURA Region I Spring Meeting Portland, ME May 5, 2015, 9:30am 10:30am

2 DEMYSTIFYING DARPA: WHY YOU SHOULDN T DO IT BECAUSE ITS REALLY HARD AND BESIDES YOU DON T WANT THE EXTRA WORK DO YOU? Presenters: Will Helmrath Chad Restrick 2015 NCURA Region I Spring Meeting Portland, ME May 5, 2015, 9:30am 10:30am

3 AGENDA DARPA Introduction Overview to DARPA Pre-award: Proposal & Negotiation Post-award: Between Pre- Award And Post-Award & Revisions Conclusion and Q&A 3

4 INTRODUCTION 4

5 WHAT IS DARPA? Defense Advanced Research Projects Agency 5

6 DARPA ACCOMPLISHMENTS Speech Recognition Global Positioning System ARPANET 6

7 WYSS BAA Microphysiological Systems Human Organs-On- Chips 7

8 WYSS BAA Warrior Web Mobility Enhancing Soft Exosuit 8

9 DARPA - CURRENT OFFICES Adaptive Execution Office Biological Technologies Office Defense Sciences Office Information Innovation Office Microsystems Technology Office Strategic Technology Office Tactical Technology Office 9

10 DARPA PROGRAM MANAGER 10

11 FINDING DARPA FUNDING 11

12 BROAD AGENCY ANNOUNCEMENT 12

13 FUNDAMENTAL VS. RESTRICTED RESEARCH Fundamental research means basic and applied research in science and engineering, the results of which ordinarily are published and shared broadly within the scientific community, as distinguished from proprietary research and from Industrial development, design, production, and product utilization, the results of which ordinarily are restricted for proprietary or national security reason. (National Security Decision Directive (NSDD) 189, National Policy on the Transfer of Scientific, Technical, and Engineering Information) 13

14 THE FUN IN FUNDAMENTAL Task A BAA II. AWARD INFORMATION (pg. 12) As of the date of publication of this BAA, DARPA expects that program goals for this BAA may be met by proposers intending to perform 'fundamental research,' i.e., basic or applied research performed on campus in science and engineering, the results of which ordinarily are published and shared broadly within the scientific community, as distinguished from proprietary research and from industrial development, design, production, and product utilization the results of which ordinarily are restricted for proprietary or national security reasons. Notwithstanding this statement of expectation, DARPA is not prohibited from considering and selecting research proposals that, while perhaps not qualifying as 'fundamental research' under the foregoing definition, still meet the BAA criteria for submissions. If proposals are selected for award that offer other than a fundamental research solution, then DARPA will either work with the proposer to modify the proposed statement of work to bring the research back into line with fundamental research or else the proposer will agree to restrictions in order to receive an award. See Section VI.B.4 for further information on fundamental, non-fundamental and restricted research. In all cases, the DARPA contracting officer shall have sole discretion to select award instrument type and to negotiate all instrument provisions with 14 selectees.

15 THE FUN IN FUNKY Task B BAA II. AWARD INFORMATION (pg. 15) As of the date of publication of this BAA, the Government expects that program goals as described herein either cannot be met by proposers intending to perform fundamental research or the proposed research is anticipated to present a high likelihood of disclosing performance characteristics of military systems or manufacturing technologies that are unique and critical to defense. Therefore, the Government anticipates restrictions on the resultant research that will require the contractor to seek DARPA permission before publishing any information or results relative to the program. Proposers should indicate in their proposal 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 select award instrument type and to negotiate all instrument terms and conditions with selectees. Appropriate clauses will be included in resultant awards for nonfundamental research to prescribe publication requirements and other restrictions, as appropriate. 15

16 TYPICAL PROPOSAL PROCESS Proposers Day Go to DARPA to hear about program Abstract Whitepaper + Quad Chart + Cost Estimate Full Proposal Technical + Cost proposals 16

17 HEILMEIER S CATECHISM What are you trying to do? What is new in your approach? How is it done today? Who cares? What are the risks and payoffs? What are the midterm and final exams to check for success? How much will it cost? How long will it take? 17

18 VOL I: TECHNICAL PROPOSAL Executive Summary Goals and Impact Technical and Management Plan Statement of Work Milestones and Deliverables 18

19 SOW, MILESTONES AND DELIVERABLES Project Work Description Phase 1: Task 1 Title and description Sub-task 1.1 Title and description Performance Metrics and Assessment Sub-task 1.2 Title and description Performance Metrics and Assessment Deliverables/Milestones Task 2 Title and description Sub-task 2.1 Title and description Performance Metrics and Assessment Deliverables/Milestones Task 3 Title and description Sub-task 3.1 Title and description Performance Metrics and Assessment Sub-task 3.2 Title and description Performance Metrics and Assessment Deliverables/Milestones 19

20 SOW SET-UP Phase 1 (12 mo.) TA 1: Knee Joint Phase 2 (12 mo.) Prime $ - Sub #1 $ - TA 1 Total $ - $ - $ - TA 2: Ankle Joint Prime $ - Sub #2 $ - TA 2 Total $ - $ - $ - TA 3: Mobility Prime $ - Sub #3 $ - TA 3 Total $ - $ - $ - Total 20

21 SOW, MILESTONES AND DELIVERABLES Project Work Description Phase 1: Task 1 Title and description Sub-task 1.1 Title and description Performance Metrics & Assessment Sub-task 1.2 Title and description Performance Metrics & Assessment Deliverables/Milestones Project Work Description Phase 1: Task 1 Knee Joint Sub-task 1.1 Knee Robotics Version 1.0 Built Sub-task 1.2 Knee Power Supply Off-board power supply fabricated At the end of Phase 1, the knee joint will be assembled and powered Task 2 Title and description Sub-task 2.1 Title and description Performance Metrics & Assessment Deliverables/Milestones Task 2 Ankle Joint Sub-task 2.1 Ankle Stabilizer Version 1.0 Built At the end of Phase 1, the ankle joint will be stabilized without duct tape Task 3 Title and description Sub-task 3.1 Title and description Performance Metrics & Assessment Sub-task 3.2 Title and description Performance Metrics & Assessment Deliverables/Milestones Task 3 Mobility Sub-task 3.1 Functional Pants Version 1.0 Knee/Ankle Integration Sub-task 3.2 Off-board power supply integration At the end of Phase 1, the ankle and knee joints will be fully functional in pants. 21

22 GANTT CHART GANTT CHART PHASE FISCAL YEAR PHASE 1 FY15 PHASE 2 FY16 YEAR MONTHS JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TASK 1 TASK TASK TASK TASK 2 TASK TASK TASK 3 TASK TASK TASK TASK Phase Subtotals Totals 22

23 VOL II: COST PROPOSAL Develop budget by sub-task for each phase Detailed Cost Elements/Categories 23

24 GANTT CHARTING GANTT CHART PHASE FISCAL YEAR PHASE 1 FY15 PHASE 2 FY16 YEAR MONTHS JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TASK 1 $109,345 $252,000 TASK $24,750 TASK $84,595 TASK $252,000 TASK 2 $159,175 $181,609 TASK $159,175 TASK $181,609 TASK 3 $52,910 $139,450 TASK $30,000 TASK $22,910 TASK $121,550 TASK Phase Subtotals Totals $321,430 $894,489 $17,900 $573,059 24

25 BREAKING IT DOWN Monthly Cost Breakout Phase 1 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Totals TASK $ 6,188 $ 6,188 $ 6,188 $ 6,188 $ 24,750 TASK $ 10,574 $ 10,574 $ 10,574 $ 10,574 $ 10,574 $ 10,574 $ 10,574 $ 10,574 $ 84,595 TASK $ 47,170 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 10,182 $ 159,175 TASK $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 30,000 TASK $ 2,546 $ 2,546 $ 2,546 $ 2,546 $ 2,546 $ 2,546 $ 2,546 $ 2,546 $ 2,546 $ 22,910 Totals $ 53,358 $ 16,370 $ 20,120 $ 22,665 $ 27,052 $ 27,052 $ 27,052 $ 27,052 $ 27,052 $ 27,052 $ 23,302 $ 23,302 $ 321,430 25

26 FLASH FORWARD: REPORTING BY TASK 26

27 SUPPORTING DOCUMENTATION Bill of Materials Salary Confirmations F&A Rate Agreement Equipment/Other Quotes Bill of Materials Task 1 Sub Task 1.1 Supply Unit Cost Units Cost Supply A $ $ Supply B $ $ Supply C $ $ Supply D $ $ Supply E $ $ Supply F $ $ 0.02 Subtotal Sub Task 1.1 $ Sub Task 1.2 Supply Unit Cost Units Cost Supply A $ $ Supply B $ $ 1.25 Supply C $ 1, $ 3, Supply D $ $ 7.75 Supply E $ $ Supply F $ $ Subtotal Sub Task 1.2 $ 3, Total Task 1 $ 4,

28 VOL II: COST PROPOSAL & SUBS Flow-down of BAA proposal requirements Subrecipient vs Vendor in Contracts Subrecipient = Subcontractor Vendor = Subcontractor Proprietary Subcontractor Proposal Documentation may be submitted directly to DARPA 28

29 AOR Authorized Organizational Representative Sign-off on proposal Official transmittal letter List them as the organizational contact on Vol I and Vol II cover pages 29

30 DARPA BAA LOGIN SITE Recently released system for preproposals and proposals Previously through grants.gov, T- FIMS, or via 30

31 NEGOTIATION Challenge: keeping everyone in the loop Program Manager Contracting Officer PI/Performer Institutional Offices Dept. GM 31

32 NEGOTIATING THE SOW AND BUDGET GANTT CHART PHASE PHASE 1 PHASE 2 FISCAL YEAR FY15 FY16 YEAR MONTHS JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TASK 1 $109,345 $252,000 TASK $24,750 TASK $84,595 TASK $252,000 TASK 2 $159,175 $181,609 TASK $159,175 TASK TASK 3 TASK TASK $52,910 $30,000 $22,910 $181,609 $192,360 $139,450 TASK $121,550 TASK Phase Subtotals $321,430 $268,520 $17,900 $625,969 $573,059 Totals $894,489 32

33 PRE-AWARD REVIEW Solicitations through BAA Proposal Elements: Technical and Cost Subrecipients provide same level of detail Communication between key players Check BAA for research type 33

34 BETWEEN PRE- AND POST AWARD Administration of awards might be through other offices Award Terms and Conditions vary depending on admin. agencies 34

35 DARPA CONTRACTS Terms & Conditions: Award Notice & Federal Acquisition Regulations All Gov t Contracts A-21, A-110, FAR is to contracts what A122, & OASC-3 was and 2-CFR-200 is to grants and cooperative agreements. 35

36 2 TYPES OF CLAUSES Clauses Incorporated by Full Text Key Personnel Agency Contacts Reporting Requirements Report Distribution Contacts WAWF instructions Other award specific Terms & Conditions Clauses Incorporated by Reference 36

37 CLAUSES INCORPORATED BY REFERENCE 37

38 ANIMAL AND HUMAN SUBJECTS RESEARCH LOCAL IRB and IACUC approval Admin. Agency IRB and IACUC approval DARPA Notification/Approval Commence Work 38

39 HOW PRE-AWARD AFFECTS AWARD SET-UP Do what is necessary to fulfill reporting and invoicing requirements Interim financial reporting and invoicing detail may vary Tracking expenses by task provides detail 39

40 PRE-AWARD STRIKES BACK Revising the SOW & Budget Formal Process Similar documentation as initial proposal Contract Mods require Contract Officer Sign-off 40

41 GETTING ADDITIONAL FUNDING Typically Option and Increment Funding Additional Period and Option funding may be contingent on: Technical Performance Completion of reporting requirements 41

42 INCREMENTAL FUNDING Example for paragraph a.: This modification increases the Total Grant Value in the amount of $100,000 from $200,000 to $300,

43 INCREMENTAL FUNDING CONT. However, paragraph d. might tell you that of the additional $100,000, you ve only received an increment of $10,000 and the rest is currently unfunded. 43

44 DARPA AND NIH DARPA NIH Proposals: Technical & Cost Proposals BAAs Program Announcements Review: Peer Review + Program Review 44

45 OVERARCHING CHALLENGES Non-traditional sponsor of research at educational institutions High-risk projects Task/Technical Area structure within Projects No guaranteed funds past the increment Communication 45

46 RESOURCES FedBizOpps.gov DARPA DARPA BAA Site 46

47 T&C RESOURCES Research Terms and Conditions Prior Approval and Other Requirements Matrix pdf Federal Acquisition Regulations ONR Grant Terms and Conditions ARO Research Terms and Conditions 47

48 Q&A 48

49 PRESENTER CONTACTS Chad Restrick Will Helmrath 49