National Aeronautics and Space Administration
Small Business Innovation Research 2000 Program Solicitation

Chapter 6. Submission of Proposals

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6.1 The Submission Process
6.2 Internet Submission
6.3 Postal Submission
6.4 Acknowledgment of Proposal Receipt
6.5 Withdrawal of Proposals

6. Submission of Proposals

6.1 The Submission Process

6.1.1 Submission Requirements. NASA utilizes an electronic process for management of the SBIR program. This management approach requires that a proposing firm have Internet access via the World Wide Web, and an e-mail address.

6.1.2 What Needs to Be Submitted. A proposal submission is comprised of two parts:

1. Internet Submission. The entire proposal including Forms 9A, 9B and 9C must be submitted via the Internet. (http://sbir.nasa.gov)
2. Postal Submission. Postal submission includes an original signed proposal with all forms plus three copies.

Firms not able to obtain Internet access must request an exemption by calling 301-286-5661 or 301-937-0888 by Friday, June 30, 2000.

Note: Other forms of submissions such as facsimile or e-mail attachment are not acceptable.

6.2 Internet Submission

6.2.1 Electronic Technical Proposal Preparation. The term "Technical Proposal" refers to the part of the submission as described in Section 3.2.4.

Word Processor. NASA converts all technical proposal files to PDF format for evaluation purposes. Therefore, NASA requests that technical proposals be submitted in PDF format, and encourages companies to do so. Other acceptable formats for PC are AmiPro, ClarisWorks for Windows, MS Works, Text, MS Word, WordPerfect, Postscript, and Adobe Acrobat. For Macintosh, the acceptable formats are ClarisWorks, MS Works, MacWrite Pro, Text, MS Word, WordPerfect, Postscript, and Adobe Acrobat. Unix and TeX users please note that due to PDF difficulties with non-standard fonts, please output technical proposal files in DVI format.

Graphics. The offeror is encouraged for reasons of space conservation and simplicity, but not required, to embed graphics within the word processed document. For graphics submitted as separate files, the acceptable file formats (and their respective extensions) are: Bit-Mapped (.bmp), Graphics Interchange Format (.gif), JPEG (.jpg), PC Paintbrush (.pcx), WordPerfect Graphic (.wpg), and Tagged-Image Format (.tif).

Limitations. While only the paper copy will be screened for administrative compliance, the various files comprising the electronic version are required to exactly reflect the paper version.

Virus Check. The offeror is responsible for performing a virus check on each submitted technical proposal. As a standard part of entering the proposal into the processing system, NASA will scan each submitted electronic technical proposal for viruses. The detection, by NASA, of a virus on any submitted electronic technical proposal, may cause rejection of the proposal.

6.2.2 Electronic Handbook. An Electronic Handbook for submitting proposals via the internet is hosted on the NASA SBIR/STTR Homepage (http://sbir.nasa.gov). The handbook will electronically guide the firms through the various steps required for submitting an SBIR proposal and issue secure-user identification and passwords for each submission. Communication between NASA and the firm will be via a combination of electronic handbooks and e-mail.

6.3 Postal Submission

Postal Submissions are comprised of:

1. One original signed paper copy of the proposal, including paper copies of all original forms (as stated in Section 3.2.2)
2. Three additional paper copies of the entire proposal. Each proposal copy is to be stapled separately.

6.3.1 Physical Packaging Requirements for Paper Copies of Proposal. Do not use bindings or special covers. Staple the pages of each copy of the proposal in the upper left-hand corner only. Secure packaging is mandatory. NASA cannot process proposals damaged in transit. All items for any proposal must be sent in the same envelope. If more than one proposal is being submitted, each proposal must be in its own envelope, but all proposals may be sent in the same package. Do not send duplicate packages of any proposal as "insurance" that at least one will be received.

6.3.2 Where to Send Proposals. All proposals that are mailed through the U.S. Postal Service first class, registered, or certified mail; proposals sent by express mail or commercial delivery services; or hand-carried proposals must be delivered to the following address between 8:00 a.m. and 5:00 p.m. EDT:

6.3.3 Deadline for Proposal Receipt. All proposal submissions (both internet and postal) must be received no later than 5:00 p.m. EDT on Friday, July 14, 2000 at the NASA SBIR/STTR Program Support Office. Any proposal received after that date and time shall be considered late and handled accordingly.

6.4 Acknowledgment of Proposal Receipt

NASA will acknowledge receipt of proposals to the SBC Official’s e-mail address as provided on the proposal cover sheet. If a proposal acknowledgment is not received within 15 days following the closing date of this Solicitation, the offeror should call NASA SBIR/STTR Program Support Office at 301-937-0888. Information about proposal status will not be available until final selections are announced.

6.5 Withdrawal of Proposals

Proposals may be withdrawn by written notice, signed by the designated SBC Official. Withdrawal notice must include proposal number and title.

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