1. No category

DEMYSTIFYING DARPA:
A V IEW
FROM THE
D EPARTMENT L EVEL
2 0 1 5 N C U R A R e g i o n I S p r i n g M e e t i ng
P o r t l a nd , M E
May 5, 2015, 9:30am – 10:30am
Presenters:
Will Helmrath
Chad Restrick
DEMYSTIFYING DARPA:
WHY YOU SHOULDN ’ T DO IT BECAUSE ITS
REALLY HARD AND BESIDES YOU DON ’ T
WANT THE EXTRA WORK DO YOU ?
2 0 1 5 N C U R A R e g i o n I S p r i n g M e e t i ng
P o r t l a nd , M E
May 5, 2015, 9:30am – 10:30am
Presenters:
Will Helmrath
Chad Restrick
AGENDA
2
1
D A R P A Overview
Introduction
to DARPA
3
2
Pre-award: Proposal & Negotiation
4
3
Post-award:
Between
Pre-Award
And Post-Award
& Revisions
4
Conclusion and Q&A
3
INTRODUCTION
4
WHAT IS DARPA?
Defense Advanced Research Projects Agency
5
DARPA ACCOMPLISHMENTS
Speech Recognition
Global Positioning System
ARPANET
6
DARPA @ WYSS
BAA 11-73
“Microphysiological Systems”
Human Organs-OnChips
7
DARPA @ WYSS
BAA 11-72
“Warrior Web”
Mobility Enhancing
Soft Exosuit
8
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
DARPA PROGRAM MANAGER
10
FINDING DARPA FUNDING
11
BROAD AGENCY ANNOUNCEMENT
12
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.”
( N a t i o n al S e c u r i ty D e c i s i o n D i r e c t i ve ( N S D D ) 1 8 9 , N a t i o n al Po l i c y o n t h e
Tra n s f e r o f S c i e n t i f i c , Te c h n i c al , a n d E n g i n e e r i n g I n f o r m at i o n )
13
THE “FUN” IN FUNDAMENTAL
Task A – BAA 11.72
II. AWARD INFORMATION (pg. 12)
As of the date of publication of this BAA, DARPA expect s that
program goals for this BAA may be met by proposers
intendin g to perform 'fundament al 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 distinguis hed 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 prohibit ed from
consider in g and select in g research proposals that, while
perhaps not qualify in g as 'fundament al research ' under the
forego in g defin it ion , 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
instrum ent type and to negotiate all instrument provisions with 14
selectees.
THE “FUN” IN FUNKY
Task B – BAA 13.43
II. AWARD INFORMATION (pg. 15)
As of the date of publication of this BAA, the Govern ment
expect s that program goals as described herein either
cannot be met by proposers intendin g to perform
fundament al research or the proposed research is anticipated to
present a high likelihood of disclosing performance characteristic s
of military systems or manufacturing technologies that are unique
and critical to defense. Therefore, the Government anticipates
restrictions on the resultant researc h that will require the
contractor to seek DARPA permission before publishing any
information or results relative to the program.
Proposers should indicat e in their proposal whether they
believe the scope of the research included in their proposal
is fundament al 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
instrum ent terms and conditions with selectees. Approp riat e
clauses will be included in result ant awards for nonfundament al research to prescribe publicat ion requirement s
and other restrict ions, as appropri at e.
15
T YPICAL PROPOSAL PROCESS
§ Proposers’ Day
§ Go to DARPA to hear about program
§ Abstract
§ “Whitepaper” + Quad Chart + Cost
Estimate
§ Full Proposal
§ Technical + Cost proposals
16
HEILMEIER’S CATECHISM
What are you trying
to do?
How is it done
today?
What is new in your
approach?
Who cares?
What are the risks and
payoffs?
How much will it cost?
How long will it take?
What are the midterm
and final “exams” to
check for success?
17
VOL I: TECHNICAL PROPOSAL
¡Executive Summary
¡Goals and Impact
¡Technical and Management Plan
¡Statement of Work
¡Milestones and Deliverables
18
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
SOW SET-UP
Phase 1
(12 mo.)
Phase 2
(12 mo.)
Total
TA 1: Knee Joint
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
$-
$-
$20
SOW, MILESTONES AND DELIVERABLES
Project Work Description – Phase 1:
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
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
GANTT CHART
PHASE
FISCAL YEAR
YEAR
MONTHS
TASK 1
2014
PHASE 1
FY15
GANTT CHART
2015
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
PHASE 2
FY16
2016
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
TASK 1.1.1
TASK 1.1.2
TASK 2.1.1
TASK 2
TASK 1.2.1
TASK 2.2.1
TASK 3
TASK 1.3.1
TASK 1.3.2
TASK 2.3.1
TASK 2.3.2
Phase Subtotals
Totals
22
VOL II: COST PROPOSAL
¡ Develop budget by sub-task for each phase
¡ Detailed Cost Elements/Categories
23
GANTT CHARTING
PHASE
FISCAL YEAR
YEAR
MONTHS
TASK 1
TASK 1.1.1
2014
GANTT CHART
PHASE 1
FY15
2015
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
$252,000
$24,750
$84,595
$252,000
TASK 2.1.1
TASK 1.2.1
$159,175
$181,609
$159,175
$181,609
TASK 2.2.1
TASK 3
TASK 1.3.1
TASK 1.3.2
$52,910
$139,450
$30,000
$22,910
$121,550
TASK 2.3.1
TASK 2.3.2
Phase Subtotals
Totals
2016
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
$109,345
TASK 1.1.2
TASK 2
PHASE 2
FY16
$17,900
$573,059
$321,430
$894,489
24
BREAKING IT DOWN
Monthly Cost Breakout
Phase 1
Jul-14
Aug-14
TASK 1.1.1 $ 6,188 $ 6,188
TASK 1.1.2
TASK 1.2.1 $ 47,170 $ 10,182
TASK 1.3.1
TASK 1.3.2
Totals
$ 53,358 $ 16,370
Sep-14
$ 6,188
Oct-14
$ 6,188
$
$ 10,182 $ 10,182 $
$ 3,750 $ 3,750 $
$ 2,546 $
$ 20,120 $ 22,665 $
Nov-14
10,574
10,182
3,750
2,546
27,052
Dec-14
$
$
$
$
$
10,574
10,182
3,750
2,546
27,052
Jan-15
$
$
$
$
$
10,574
10,182
3,750
2,546
27,052
Feb-15
$
$
$
$
$
10,574
10,182
3,750
2,546
27,052
Mar-15
$
$
$
$
$
10,574
10,182
3,750
2,546
27,052
Apr-15
$
$
$
$
$
10,574
10,182
3,750
2,546
27,052
May-15
$
$
$
$
Jun-15
Totals
$ 24,750
10,574 $ 10,574 $ 84,595
10,182 $ 10,182 $ 159,175
$ 30,000
2,546 $ 2,546 $ 22,910
23,302 $ 23,302 $ 321,430
25
FLASH FORWARD: REPORTING BY TASK
26
SUPPORTING DOCUMENTATION
Bill of Materials
¡ Bill of Materials
Task 1
Sub Task 1.1
Supply
¡ Salary Confirmations
Unit Cost
Units
Cost
Supply A
$
10.95
10
$
109.50
Supply B
$
100.12
4
$
400.48
Supply C
$
20.11
5
$
100.55
Supply D
$
30.95
2
$
61.90
Supply E
$
4.99
3
$
14.97
Supply F
$
0.02
1
$
0.02
$
687.42
Subtotal Sub
Task 1.1
Sub Task 1.2
¡ F&A Rate Agreement
¡ Equipment/Other Quotes
Supply
Unit Cost
Units
Cost
Supply A
$
234.12
3
$
702.36
Supply B
$
0.05
25
$
1.25
Supply C
$
1,000.00
3
$
3,000.00
Supply D
$
0.25
31
$
7.75
Supply E
$
15.00
1
$
15.00
Supply F
$
56.00
3
$
168.00
Subtotal Sub
Task 1.2
$
3,894.36
Total Task 1
$
4,581.78
27
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
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
DARPA BAA LOGIN SITE
¡ Recently released
system for preproposals and
proposals
¡ Previously through
grants.gov, TFIMS, or via email
30
NEGOTIATION
¡ Challenge: keeping everyone in the loop
Program
Manager
Contracting
Officer
PI/Performer
Institutional
Offices
Dept. GM
31
NEGOTIATING THE SOW AND BUDGET
PHASE
FISCAL YEAR
YEAR
MONTHS
TASK 1
TASK 1.1.1
2014
GANTT CHART
PHASE 1
FY15
2015
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
$252,000
$24,750
$84,595
$252,000
TASK 2.1.1
TASK 1.2.1
$159,175
$181,609
$159,175
$181,609
TASK 2.2.1
TASK 3
1.3.1
TASK 2.3.1
1.3.2
TASK 2.3.2
$192,360
$139,450
$52,910
$30,000
$22,910
$121,550
2.3.1
TASK 2.3.3
2.3.2
TASK 2.3.4
Phase Subtotals
Totals
2016
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
$109,345
TASK 1.1.2
TASK 2
PHASE 2
FY16
$17,900
$573,059
$625,969
$321,430
$268,520
$894,489
32
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
BETWEEN PRE- AND POST AWARD
¡ Administration of awards might be through other
offices
¡ Award Terms and Conditions vary depending on
admin. agencies
34
DARPA CONTRACTS
¡ Terms & Conditions: Award
Notice & Federal Acquisition
Regulations
¡ All Gov’t Contracts
A-21, A-110,
A122, & OASC-3 was and
FAR is to contracts what ______________
2-CFR-200 is to grants and cooperative agreements.
_________
35
2 T YPES 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
CLAUSES INCORPORATED BY REFERENCE
37
ANIMAL AND HUMAN SUBJECTS RESEARCH
LOCAL IRB and IACUC
approval
Admin. Agency IRB and
IACUC approval
DARPA Notification/Approval
Commence
Work
38
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
PRE-AWARD STRIKES BACK
Revising the SOW & Budget
¡ Formal Process
¡ Similar documentation as
initial proposal
¡ Contract Mods require
Contract Officer Sign-off
40
GETTING ADDITIONAL FUNDING
¡Typically Option and Increment Funding
¡Additional Period and Option funding
may be contingent on:
§Technical Performance
§Completion of reporting requirements
41
INCREMENTAL FUNDING
Example for paragraph a.: This modification
increases the Total Grant Value in the amount
of $100,000 from $200,000 to $300,000.
42
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
DARPA AND NIH
NIH
DARPA
BAAs
Proposals:
Technical & Cost
Proposals
Program
Announcements
Review: Peer
Review + Program
Review
44
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
RESOURCES
FedBizOpps.gov
https://www.fbo.gov/
DARPA
http://www.darpa.mil/default.aspx
DARPA BAA Site
http://baa.darpa.mil/
46
T&C RESOURCES
Research Terms and Conditions Prior Approval and Other
Requirements Matrix
http://www.nsf.gov/bfa/dias/policy/fedrtc/priorapproval_oct08.
pdf
Federal Acquisition Regulations
http://www.acquisition.gov/far/
ONR Grant Terms and Conditions
http://www.onr.navy.mil/Contracts-Grants/submitproposal/grants-proposal/grants-terms-conditions.aspx
ARO Research Terms and Conditions
http://www.arl.army.mil/www/default.cfm?page=8#terms
47
Q&A
48
PRESENTER CONTACTS
Chad Restrick
Chad.Restrick@wyss.harvard.edu
Will Helmrath
Helmrath@utk.edu
49