Sample of Unsolicited Application Letter THE MISSILE

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Sample of Unsolicited Application Letter THE MISSILE Powered By Docstoc
					                     THE
           MISSILE DEFENSE AGENCY

GUIDE FOR THE OFFEROR PREPARING AND SUBMITTING
 UNIQUE AND INNOVATIVE UNSOLICITED PROPOSALS




               August 2008 (DRAFT)




                        1
                                   TABLE OF CONTENTS

1. Introduction

2. Submitting an Unsolicited Proposal

       2.1.   Who May Submit
       2.2.   When To Submit
       2.3.   Where To Submit
       2.4.   What To Submit
       2.5.   Preliminary Discussions

3. Unsolicited Proposal Content and Format

       3.1. Title Page
       3.2. Technical Summary
       3.3. MDA Memorandum of Understanding

4. Review and Evaluation

       4.1. Initial Review
       4.2. Evaluation
       4.3. Prohibitions

Appendix 1      Unsolicited Proposal Sample




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                                  MDA Mission Statement

  To develop and field an integrated, layered, ballistic missile defense system to
  defend the United States, its deployed forces, allies, and friends against all
  ranges of enemy ballistic missiles in all phases of flight.

                                       INTRODUCTION

1.1 This guide has been prepared, pursuant to Federal Acquisition Regulation (FAR) Part 15.6, (
FAR.pdf ) to inform offerors of how the Missile Defense Agency (MDA) handles unsolicited
proposal submissions. The federal government provides a formalized method for receiving and
evaluating unsolicited proposals in the FAR that offer the government unique and innovative
ideas developed outside the normal federal research and development processes.

1.2. It is recognized that in the interests of fairness and accountability the process
outlined here is rigorous and demanding. It requires that offerors put a great
deal of thought and effort into the development and preparation of a proposal. It
also places an obligation on government to be extremely diligent in the evaluation of any
proposal. As such, significant costs may potentially be incurred on the part of the offeror as well
as the government. It is understood that each participant will absorb their own costs in the
preparation, evaluation, and negotiation of unsolicited proposals.

1.3. Advertising materials, contributions, and technical correspondence as defined
below are not to be considered unsolicited proposals.

       1.3.1. Advertising material, commercial item offers, contributions, white papers and
       routine correspondence on technical issues are not considered unsolicited proposals.
       (FAR 15.601 and 15.603).

       1.3.2. Contribution: A concept, suggestion, or idea presented to the government for its
       use with no indication that the proponent intends to devote any further effort to it on the
       government's behalf.

       1.3.3. Technical correspondence: Written requests for information regarding government
       interest in research areas or, submissions of research descriptions, pre-proposal
       explorations, and other written technical inquiries.

1.4. An unsolicited proposal is essentially an application to MDA to support a unique and
innovative idea outside of the normal solicitation process. Serious consideration will tend to be
restricted to exceptional proposals which address major technical concerns.

1.5. Please note budget allocations are not set aside for the funding of unsolicited proposals, and
that to succeed, unsolicited proposals must compete with other program and government
priorities. Offerors are cautioned to expect, notwithstanding the acknowledged usefulness and



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potential associated with their proposal, that projects will not proceed due to budgetary
considerations.

1.6. Even a favorable evaluation does not guarantee the award of a contract. An offeror cannot
compel the agency to award a contract on the basis of an unsolicited proposal because the
determination to award a contract is solely at the agency's discretion. MDA reserves the right to
consider or reject any unsolicited proposal at its sole discretion. MDA will not be required to
perform comprehensive evaluations of unsolicited proposals which do not satisfy the
requirements of the preliminary review process.

1.7. This guide establishes MDA procedures for control, receipt, evaluation and disposition of
unsolicited proposals. Inside, you will find basic instructions for submitting an unsolicited
proposal, particularly what type of information must be included to qualify the submission for
further consideration. An adequate unsolicited proposal package is used by the offeror to present
and explain the merits of a particular innovative approach or idea for accomplishing MDA’s
mission. Each proposal should, therefore, be clear and complete with respect to the content and
format details addressed in this guide. It also gives potential offerors instructions for identifying
and marking proprietary information in their unsolicited proposal so that information is protected
and restrictive legends conform to FAR requirements.

1.8. The guide applies to private (public) sector individuals and business concerns submitting
unsolicited proposals to MDA. It also applies to unsolicited proposals submitted by Defense
Allies.




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2. Submitting An Unsolicited Proposal

      2.1. MDA has a continuing interest in receiving and evaluating unique and innovative
      concepts not covered through solicitations or by the competitive bidding process. The
      unsolicited proposal process provides a vehicle for MDA to obtain these innovative and
      unique methods and concepts from the private sector and select Allies, to accomplish the
      mission of MDA.


   “An unsolicited proposal is a written proposal for a unique or innovative
    idea that is submitted…for the purpose of obtaining a contract with the
   Government and … is not in response to a request … proposals…, or any
               other Government-initiated solicitation or program.

      2.2. An unsolicited proposal is defined by regulation as a written proposal submitted to
      an agency on the initiative of the offeror for the purpose of obtaining a contract with the
      Government and that is not in response to a Request for Proposals, Broad Agency
      Announcement (www.mdatechnology.net), Small Business Innovation Research topic,
      Small Business Technical Transfer Research topic, Programs Research and Development
      Announcement, or any other Government initiated solicitation or program
      (www.fedbizopps.gov).

      2.3. Business Operations (DACR) reviews the BAA and Fed Biz Opps prior to initiating
      the evaluation of proposals received. It is recommended all offerors to review these areas
      to avoid investing substantial time and effort prior to submitting their proposals.

2.1. Who May Submit

      2.1.1. To gain the greatest benefit from a wide range of intellectual and technological
      resources, MDA encourages the submission of innovative and unique ideas from
      individual(s) or organizations that further enhances mission objectives in the
      development of a missile defense system. This guide is prepared for the benefit of all
      prospective proposers including individuals, commercial firms, non-profit research
      organizations, and educational institutes. MDA appreciates the contributions made by
      private individuals and organizations toward maintaining the technological leadership of
      the United States.

2.2. When to Submit

      2.2.1. There are no specific dates for the submission of unsolicited proposals. However,
      because a comprehensive review is required before a proposal can be acted upon; new
      proposals should be submitted as early as possible, usually six months in advance of the
      desired beginning support. Receipt of proposals will be acknowledged and the proposer
      will be notified when a decision is made on the proposal. If a proposer wishes to have a
      proposal withdrawn from consideration, they should promptly notify MDA in writing.



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2.3. Where to Submit

      2.3.1. The operational responsibility of the MDA Unsolicited Proposal (USP) Program is
      the Business Operations Support (DACR) within the Contract Directorate (DAC). All
      unsolicited proposals should be forwarded to DACR, who will serve as the single point of
      contact within DAC for all unsolicited proposals. Please direct all correspondence and/or
      unsolicited proposals to DACR at the address below.

      2.3.2. DACR is the central point for receipt, distribution, accountability, and status
      reporting of unsolicited proposals. The receiving office will forward unsolicited
      proposals to appropriate program areas for evaluation. Proposals received are
      acknowledged and assigned a MDA-USP tracking number. The tracking number appears
      in the acknowledgement letter and should be referenced in all subsequent
      communications pertaining to the proposal.

      NOTE: DO NOT furnish your unsolicited proposal to any other office in MDA to avoid
      jeopardizing its eligibility as an unsolicited proposal, and to prevent unintended or
      unwarranted disclosure of its contents.

             Business Operations Support
             Attn: MDA/DACR
             Bldg 5222, Martin Rd
             Redstone Arsenal, AL 35898

             email: unsolicited.proposals@mda.mil

2.4. What to Submit

      2.4.1. The unsolicited proposal forms the basis for further technical review evaluation
      and potentially a contract award. The specific format and content of the unsolicited
      proposal is outlined in the following section. Appendix 1 contains a sample of the
      format.

      2.4.2. Unsolicited proposals should be signed by an authorized official of the proposing
      organization or by the proposer if submitted by an individual.

      2.4.3. Elaborate proposals or presentations are not desired; however, a 200 word
      abstract is part of the proposed effort (FAR 15.605(b) (1)). Each applicant should review
      FAR 15.605 and complete the evaluation criteria cross-reference prior to submission to
      ensure all data necessary for evaluation is included.

      2.4.4. By regulation, an acceptable unsolicited proposal must fulfill all requirements that
      are found in FAR 15.603(c). Any proposal that fails to meet the requirements of the FAR
      will be returned to the offeror. This means it must:

             2.4.4.1. Be innovative and unique;



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              2.4.4.2. Be independently originated and developed by the offeror;
              2.4.4.3. Be prepared without Government supervision, endorsement,
              direction, or direct Government involvement;
              2.4.4.4. Include sufficient detail to permit a determination that Government
              support could be worthwhile and the proposed work could benefit the agency’s
              research and development or other mission responsibilities;
              2.4.4.5. Not be an advance proposal for a known agency requirement that can be
              acquired by competitive methods; and
              2.4.4.6. Not address a previously published agency requirement.

2.5. Unsolicited Proposal Development

Due to MDA’s unique mission and work force, contractors and civilians work side-by-side.
Contractor personnel are exposed to or have insight to information regarding the future of MDA.
Unsolicited proposals are developed on the initiative of the submitter. The Government is not
responsible for any costs incurred in the preparation or processing of an unsolicited proposal.
The proposal must be developed and originate from the proposer and must be developed without
Government supervision, endorsement, direction, or direct Government involvement. For this
reason, MDA recommends that you contact DACR before expending extensive effort on a
detailed unsolicited proposal or before submitting proprietary data to the Government.


      Agency personnel may only be contacted for the limited purpose of
   obtaining an understanding of the agency mission and the responsibilities
                      relative to fulfilling that mission.


During the development of your proposal, any discussions between you and agency personnel
are strictly informal discussions. You may not construe these discussions in any way as authority
to begin contractual work performance. Be advised only duly warranted MDA Contracting
Officers have authority to contractually bind the Government for MDA. Personnel who
receive, handle, or evaluate unsolicited proposals are not authorized to commit the Government.
Also, detailed discussions by agency personnel are limited, depending on the circumstances, by
particular laws that govern the conduct of lobbying efforts in connection with the expenditure of
Congressionally-appropriated funds (see Public Law 101-121, Restrictions on Lobbying), and
that control the exchange of information in connection with procurements already underway (see
Public Law 101-189, Procurement Integrity). Should questions arise during the preparation of an
unsolicited proposal, the proposer is encouraged to contact DACR.




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3. Unsolicited Proposal Content and Format

       3.1 Unsolicited Proposals submitted to MDA will use the following format. The
       proposal should consist of three parts: 1) Title page, 2) an Abstract, and 3) a Technical
       summary, to include appendices. Appendix 1 will contain a detailed cost proposal.
       Appendix 2 will contain Required Statements, if applicable, about Organizational
       Conflicts, Security Clearances, and Environmental Impacts. Appendix 3, if applicable,
       will list other relevant items.

       A sample format of an unsolicited proposal has been included in Appendix 1.

3.1 Title Page

       3.1.1. An unsolicited proposal may include data that the offeror does not want disclosed
       to the public for any purpose or used by the Government except for evaluation purposes.
       If an unsolicited proposal contains information the offeror wishes to protect from
       unwanted disclosure the title page must be marked with the following legend (see FAR
       15.609):

                                 “Use and Disclosure of Data”

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. However, if a contract is awarded to this offeror as a result of -or in connection with-
the submission of these 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 these data if they are obtained from another
source without restriction. The data subject to this restriction are contained in Sheets [insert
numbers or other identification of sheets].

       3.1.2. Each restricted sheet should also be marked with the following:

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of
                                         this proposal.

       3.1.3. If the unsolicited proposal has a legend different than the one listed above, the
       proposal will be returned to the offeror. The return will state that the proposal cannot be
       considered because it is impractical for the Government to comply with the legend and
       that the agency will consider the proposal if resubmitted with the proper legend.




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      3.1.4. The title page should contain the following information:

             Offeror’s name and address;
             Type of organization or business (indicate whether profit, nonprofit, educational,
             small business, woman-owned, socially or economically disadvantage, or other);
             DoD Central Contractor Registration ID;
             Web Site: (if applicable);
             Name, telephone and address of technical and business personnel to be contacted
             for evaluation or negotiation purposes;
             Names of other Federal, State, local agencies, or parties (domestic or foreign)
             receiving the proposal or funding the proposed effort;
             Proposed Cost;
             Proposed Duration;
             Submission Date;
             Signature and name of individual authorized to represent and contractually
             obligate the offeror;
             Identification of proprietary data to be used only for evaluation purposes;

3.2 Table of Contents

      3.2.1. Self explanatory

3.3 Evaluation Criteria Cross-Reference

      3.3.1. Used by the offeror as a guide to highlight and cross-reference relevant evaluation
      information within the proposal.

3.4. Technical Summary

      3.4.1. The technical summary should include the information:

             3.4.1.1. Project Summary: Concise title and technical abstract (approximately
             200 words). This should include a brief description of the project objective, and
             description of the effort.

             3.4.1.2. Summary of Benefits: Anticipated benefits and commercial applications
             of the proposed research or research and development should also be summarized.

             3.4.1.3. Identification and Significance of the Problem or Opportunity: Define
             the specific technical problem or opportunity addressed and its importance.

             3.4.1.4. Technical Objectives: Enumerate the specific objectives of the work;
             including questions it will try to answer to determine the feasibility of proposed
             approach.




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3.4.1.5. Work Plan: Provide an explicit, detailed description of the approach.
The plan should indicate not only what is planned but how and where the work
will be carried out. The effort should attempt to determine the technical
feasibility of the proposed concept. The methods planned to achieve each
objective or task should be discussed explicitly and in detail. This section should
be a substantial portion of the total proposal. It will also identify names of
subcontractors or affiliates anticipated and roles they would play in the work.

3.4.1.6. Related Work: Describe significant activities directly related to the
proposed effort, including activities conducted by the principal investigator or by
the proposing firm, consultants, or others. Show how these activities interface
with the proposed project. Show how coordination with outside sources will be
conducted, if required. The proposal must persuade reviewers of the offerors
awareness of the state-of-the-art in the specific topic.

3.4.1.7. Relationship to Future Research or Research and Development:
State the anticipated results of the proposed approach if the project is successful.
Discuss the significance of the effort in providing a foundation for research and/or
development effort.

3.4.1.8. Potential Applications: Discuss whether and by what means the
proposed project appears to have potential use by the MDA and how that potential
relates to the agency’s mission. Discuss whether and by what means the proposed
project appears to have potential commercial applications.

3.4.1.9. Key Personnel: Identify key personnel who will be involved in the effort.
Provide information on qualifications, capabilities, directly related education and
experience. Provide concise resume(s) of the principal investigator, team leader,
or key personnel critical to achieving the proposed objectives. Include a list of
relevant publications (if any).

3.4.1.10. Facilities/Equipment: Describe available instrumentation and physical
facilities necessary to carry out the effort. Items of equipment to be purchased
shall be justified under this section. Identify government furnished facilities,
equipment (GFE), and government furnished data/design (GFD) that are to be
furnished by MDA.

3.4.1.11. Cost: Provide total estimated cost for the effort in sufficient detail for
meaningful evaluation. Appendix 1 will list a detailed cost proposal.

3.4.1.12. Time: Period of time for which the proposal is valid (recommend six
months.).

3.4.1.13. Type of Contract Preferred: Firm Fixed Price

3.4.1.14. Proposed Duration of Effort.



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             3.4.1.15. Organization, Previous Experience, Relevant Past Performance and
             References
             3.4.1.16. Appendix 1 – Detailed Cost Proposal
             Appendix 2 - Required Statements, if applicable, about
             Organizational Conflicts, Security Clearances, and Environmental Impacts
             Appendix 3 - Other relevant items


4. Review and Evaluation

4.1 Initial Review

      4.1.1. Before a comprehensive evaluation of an unsolicited proposal will be undertaken,
      it will be initially reviewed to determine if the proposal contains: sufficient technical and
      cost information, has been approved by a representative authorized to contractually
      obligate the proposer, and properly complies with any data disclosures restrictions.

      4.1.2. If the proposal meets the requirements of the initial review, DACR will promptly
      acknowledge receipt, send written notice to the offeror, and begin the comprehensive
      evaluation process.

4.2 Evaluation

      4.2.1. If the proposal meets the requirements of the initial review, DACR will assemble
      team members and coordinate the comprehensive evaluation. DACR will ensure each
      proposal is marked according to FAR 15.606-2 and 15.609 prior to the evaluation
      process.

      4.2.2. Upon completion of the comprehensive evaluation the evaluators will notify
      DACR of their recommendations.

      4.2.3. A favorable comprehensive evaluation of an unsolicited proposal is not, in itself,
      sufficient justification for executing a noncompetitive award to the offeror. When a
      document qualifies as an unsolicited proposal but the substance (a) is available to the
      government without restriction from another source, (b) closely resembles a pending
      competitive solicitation, or (c) does not demonstrate an innovative or unique method,
      approach or concept the unsolicited proposal will not be accepted. [FAR 15.607(a)]

      4.2.4. MDA has no obligation to make an award even if the comprehensive evaluation is
      favorable, since other program priorities or funding limitations may preclude such action.

      4.2.5. The offeror will be notified in writing if it is decided that the proposal will or will
      not be supported. If a decision is made to support the proposal, the offeror will receive a
      letter from DACR stating the results of the evaluation and the assigned contracting
      officer. If a decision is made not to support the proposal, the offeror will receive a letter




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      from DACR stating why the proposal was not accepted. Copies of the unsolicited
      proposals which have been declined will not be returned.

4.3 Prohibitions

      4.3.1. Government personnel and non-government evaluators shall not use any data,
      concept, idea, or other part of an unsolicited proposal as the basis, or part of the basis, for
      a solicitation or in negotiation with any other firm unless the offeror is notified of and
      agrees to the intended use. This prohibition does not preclude using any data, concept, or
      idea in the proposal that also is available from another source without restriction.

      4.3.2. Government personnel and non-government evaluators shall not disclose
      restrictively marked information included in an unsolicited proposal. The disclosure of
      such information concerning trade secrets, processes, operations, style of work,
      apparatus, and other matters, except as authorized by law, may result in criminal penalties
      under the Trade Secrets Act, 18 U.S.C. 1905.




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Appendix 1


                                  Sample Unsolicited Proposal
                                          Title Page


                                   Offeror’s name and address;

Type of organization or business (indicate whether profit, nonprofit, educational, small business,
               woman-owned, socially or economically disadvantage, or other);

                            DoD Central Contractor Registration ID;

                                    Web Site: (if applicable);

Name, telephone and address of technical and business personnel to be contacted for evaluation
                                  or negotiation purposes;

   Names of other Federal, State, local agencies, or parties (domestic or foreign) receiving the
                            proposal or funding the proposed effort;

                                         Proposed Cost;

                                       Proposed Duration;

                                      Submission Date;
 Signature and name of individual authorized to represent and contractually obligate the offeror;




                                 “Use and Disclosure of Data”

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. However, if a contract is awarded to this offeror as a result of -or in connection with-
the submission of these 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 these data if they are obtained from another
source without restriction. The data subject to this restriction are contained in Sheets [insert
numbers or other identification of sheets].



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                                        Table of Contents
Title
Table of Contents
Evaluation Criteria Cross-Reference
Abstract
Technical Summary
1. Project Summary
2. Summary of benefits
3. Identification and Significance of the Problem or Opportunity
4. Technical objective
5. Work Plan
6. Related Work
7. Relationship to Future Research or Research and Development
8. Potential Applications
9. Key Personnel
10. Facilities/Equipment
11. Proposed Cost
12. Time Period for Proposal Applicability
13. Type of Contract Preferred: Firm Fixed Price
14. Proposed Duration of Effort
15. Organization, Relevant Experience, past Performance and References
16. Appendix 1, Detailed Cost Proposal
17. Appendix 2, Required Statements, if applicable, Organizational Conflicts,
     Security Clearances and Environmental Impacts
18. Appendix 3 - Other relevant items

                             Evaluation Criteria Cross-Reference
Principal elements of the proposal are summarized below with cross-reference to sections of the
                                       technical summary:

                                 Evaluation Criteria                                      Sections
Unique, innovative, and meritorious approaches or concepts related to MDA's
mission.
Overall scientific, technical, and socioeconomic merit.
Potential contribution of effort to MDA's specific mission.
Offeror's capabilities, related experience, facilities, techniques, or unique
combination of these that are integral factors for achieving the proposed
objectives.
Qualifications, capabilities, and experience of the proposed principal and key
personnel who are critical in achieving the proposed objectives.
Realism of cost.



Use or disclosure of data contained on this sheet is subject to the restriction on the title page of
this proposal.


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                                      Technical Summary


1. Project Summary


2. Summary of benefits


3. Identification and Significance of the Problem or Opportunity


4. Technical objective


5. Work Plan


6. Related Work


7. Relationship to Future Research or Research and Development


8. Potential Applications


9. Key Personnel


10. Facilities/Equipment


11. Proposed Cost


12. Time Period for Proposal Applicability


13. Type of Contract Preferred: Firm Fixed Price


14. Proposed Duration of Effort

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of
                                         this proposal.



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15. Organization, Relevant Experience, past Performance and References


16. Appendix 1, Detailed Cost Proposal


17. Appendix 2, Required Statements, if applicable, Organizational Conflicts, Security
Clearances, and Environmental Impacts

18. Appendix 3, Other relevant items




Use or disclosure of data contained on this sheet is subject to the restriction on the title page of
                                         this proposal.



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