Unsolicited Proposal Handbook
Unsolicited proposals provide a means for the Bureau of Reclamation (Reclamation) to sponsor innovative or unique approaches to accomplish or support its mission of water resources management. This Handbook is designed to provide information on how to submit unsolicited proposals; how proposals will be evaluated; and what procedures will be followed for acceptance and award of unsolicited proposals.
TABLE OF CONTENTS
Aug. 26, 1998, Revised April 8, 2004
Contracts
Federal
Assistance Awards
Awards for Renewed Support
Research Related Activities
Colleges and Universities
Nonprofit Institutions
State and Local Governments
Private Organizations
Foreign Concerns
Unaffiliated Individuals
WHERE TO OBTAIN INFORMATION TO SUBMIT PROPOSALS
Cover Sheet
Abstract
Narrative
(Technical/Management)
Other
Information
Cost
Information
Resumes
of Personnel
Disclosure
Submission Conditions Form
RECLAMATION REVIEW/AWARD PROCESS
Preliminary Acceptability Review
Comprehensive Evaluation
Negotiation/Discussions
Award
Notification of Award
Period of Performance
Adherence to Original Cost
Estimates
Adherence
to Project Objectives
Equipment/Property.
Changes in Personnel
Acknowledgment
Security
Safety Precautions
Status Reports
ACCOUNTING AND AUDIT PROCEDURES
IMPROPER BUSINESS PRACTICES & PERSONAL CONFLICTS OF INTEREST
Appendix I - UNSOLICITED PROPOSAL COVER
PAGE
Appendix II - USE
AND DISCLOSURE OF PROPOSAL INFORMATION
BACKGROUND
An unsolicited proposal is a written proposal
that is submitted to an agency at the initiative of the submitter
for the purpose of obtaining a contract with the Government and
which is not in response to a formal or informal Government request.
An unsolicited proposal must not be a proposal submitted in advance for a known agency requirement that can be acquired by competitive methods nor a rejected proposal from a previous solicitation. In addition, advertising material, commercial item offers, contributions, or technical correspondence are not considered unsolicited proposals. However, proposals in response to a publicized general statement of Reclamation's needs are considered to be unsolicited. This does not include the acquisition of research and development under a broad agency announcement that is general in nature and identifies areas of research interest (including criteria for selection of proposals) and solicits participation of offerors capable of satisfying the Government's needs. To be considered, the proposal must:
. Be innovative and unique;
. Be independently
originated and developed by the offeror and prepared without Government
supervision; and,
. Include sufficient details
to permit a determination that Government support could be worthwhile,
and that the proposed work could benefit Reclamation's research
and development or other mission responsibilities.
AWARD T YPES
Unsolicited proposals may result in the following types of awards.
Contracts
A
contract will be used as the award instrument when the principal
purpose of the instrument is the acquisition of property or services
for the direct benefit or use of Reclamation. Such awards are
subject to the requirements of the Federal Acquisition Regulation
(FAR)
Subpart 15.6 , Department of the Interior Acquisition Regulation
(DIAR) Subpart
1415.5, and the Reclamation Acquisition Regulation WBR
Subpart 1415.6.
Federal Assistance Awards
Federal assistance instruments will be used when
the principal relationship is the transfer of money, property,
services or anything of value to the recipient to accomplish a
public purpose of support or stimulation authorized by law.
A grant is used as the award instrument when substantial involvement is not expected between Reclamation and the recipient.
A cooperative agreement is used as the award instrument where substantial involvement is required between the recipient and Reclamation.
Federal assistance awards are subject to the requirements of
the following Office of Management and Budget Circulars, as applicable:
. A-21 Cost Principles for Educational Institutions;
. A-87 Cost
Principles for State and Local governments;
. A-102
"Grants and Cooperative Agreements with State and Local Governments;"
. A-122 "Cost Principles for Nonprofit Organizations."
Such awards are also subject to the Reclamation Manual and the Reclamation Financial Assistance Handbook.
SUPPORTED ACTIVITIES
Through its contracting and assistance process, Reclamation may consider any proposal which supports its program to assist State and local governments, and other Federal agencies, to stabilize and stimulate local and regional economies, protect the environment, or improve the quality of life through development of water and related land resources throughout the 17 contiguous western states.
Reclamation projects provide for some or all of the following benefits: irrigation water service, municipal and industrial water supply, hydroelectric power generation, water quality improvement, fish and wildlife enhancement, outdoor recreation, and flood control.
Reclamation's order of priorities for the future is projected to be as follows:
1. Operation and maintenance;
2. Water quality & environmental enhancement;
3. Groundwater management;
4. Total system optimization; and
5. Dam safety programs.
For further information regarding Reclamation activities, please contact the Public Affairs Specialist, U. S. Department of the Interior, Bureau of Reclamation, Denver Federal Center, PO Box 25007, D-5010, Denver, Colorado, 80225, or telephone (303) 445-2797.
Awards for Renewed
Support
Awards for renewed support
of existing or previously awarded contracts or assistance projects
may also be made. Such requests should include an estimate of
funds, if any, that will remain after the scheduled expiration
of the current award.
Research Related
Activities
Research related activities
include support of conferences in special subjects to bring together
leading water resource scientists. A proposal for support of a
conference should include:
. a full statement of need for such a conference;
. a list of topics to be covered; and
. documentation that equivalent results cannot be obtained at regular meetings of professional societies.
The proposal should include information regarding:
.the location and probable date(s) of the conference;
.the method of issuing announcements or invitations;
.a list of proposed participants;
.a list of indirect costs;
.the total cost estimate, together with a statement of the amount of support requested from Reclamation and other Federal agencies.
Upon completion of the conference, the preparer should plan to provide a report to Reclamation including the conference highlights and accomplishments. Because conferences are of interest to a wider group than those in attendance, proceedings are normally published in appropriate journals.
WHO MAY SUBMIT PROPOSALS
Awards are made to those organizations and individuals whose proposals demonstrate the potential to advance research and technical processes. Proposals demonstrating a close relationship to Reclamation's programs will stand a better chance for funding, if they demonstrate technical merit. Special consideration will be given when the proposal is of significance or when the institution or individual submitting the proposal has unique capabilities for performing the project's work. Reclamation accepts unsolicited proposals from various organizations including:
Colleges and Universities
Most proposals are submitted by
universities or colleges on behalf of their research faculty.
Historically Black Colleges and Universities are particularly
encouraged to submit proposals in support of water resource research.
Nonprofit Institutions
Awards are made to nonprofit institutions
whose proposals demonstrate a close relationship to Reclamation's
water resource programs.
State and Local Governments
Awards are made to State and local
government agencies for research and other research-related projects
of mutual interest, usually when the proposer has unique research
capabilities or resources.
Private Organizations
(For-Profit)
In some instances,
an award may be issued to a private, for-profit organization.
Foreign Concerns
Awards are made to foreign institutions only in
special circumstances such as possession of unique research capabilities
or resources. Proposals should be discussed with Reclamation program
officials before submission.
Unaffiliated Individuals
Scientists, engineers, or educators
who have no affiliations with an organization may receive awards
for meritorious research if they have the capability and access
to facilities needed to perform the work.
WHEN TO SUBMIT PROPOSALS
Proposals may be submitted for consideration at anytime. However, proposals submitted at the beginning or end of the Federal Government's fiscal year may be delayed pending Congressional budget activities and funding decisions.
Organizations should contact Reclamation's program officials to discuss potential program areas prior to expending extensive efforts in developing a detailed unsolicited proposal. Such discussions may save resources in developing a proposal, and ensure organizations a greater opportunity of meeting the needs of the particular program.
Preliminary contacts with Reclamation can include inquiries or discussions with technical specialists to obtain an understanding of Reclamation's mission and its general requirements relative to the organization's contemplated effort. However, such contacts should not be considered opportunities for negotiation. Negotiations are conducted only by a Reclamation contracting officer, or other authorized officers, after review and acceptance of the proposal by the technical specialists.
Requests for support of research, or a research- related conference, should be well in advance of the anticipated commencement of work to be performed. Preliminary contacts with Reclamation's personnel will provide insight as to the feasibility of Reclamation support. Discussions should not be considered a commitment by Reclamation to accept the proposal upon submission.
WHERE TO OBTAIN INFORMATION TO SUBMIT PROPOSALS
Several factors may be taken into consideration when determining where to submit proposals, such as geographic proximity to the organization or work effort, and knowledge of regional interest in the project.
Reclamation is responsible for the 17 contiguous western states and Hawaii. The administration is divided among five regional offices plus the Denver Service Center and the Administrative Service Center which are both located in Denver.
You may contact the Reclamation regional office listed below for assistance in your area. The person assigned as your liaison will assist you wherever possible through the process. If your proposal is not related to Reclamation's mission, we will make an attempt to identify other agencies with missions more closely-related to the proposed subject matter.
|
Pacific Northwest Region Mid-Pacific Region Lower Colorado Region Upper Colorado Region Great Plains Region |
Bureau of Reclamation Lower Colorado Regional Office - LC Acquisition and Assistance Group Manager LC-3100 PO Box 61470 Boulder City NV 89006-1470 (702) 293-8161 |
|
Bureau of Reclamation Pacific Northwest Regional Office - PN Program Manager, Contracts 1150 N. Curtis Road, PN-3700 Boise ID 83706-1234 (208) 334-5100 |
Bureau of Reclamation Upper Colorado Regional Office - UC Acquisition Management Division UC-810 125 South State Street, Room 6107 Salt Lake City UT 84138-1102 (810) 524-3761 |
|
Bureau of Reclamation Denver Office Manager, Acquisition Operations Group Denver Federal Center, 84-27810 PO Box 25007 Denver CO 80225 (303) 445-2431 |
Bureau of Reclamation Great Plains Regional Office - GP Acquisition and Property Management Officer Federal Office Building, PO Box 36900 316 North 26th Street, GP-800 Billings MT 59107-6900 (406) 657-7810 |
|
Bureau of Reclamation Mid-Pacific Regional Office - MP Procurement and Contracts Office Acquisition and Assistance Officer Federal Office Building, MP-800 2800 Cottage Way Sacramento CA 95825 (916) 978-5203 |
Bureau of Reclamation Administrative Service Center - ASC Chief, Management Services Division, D-2900 7301 West Mansfield Avenue Denver CO 80235 (303) 969-7223 |
Proposals should be comprised of five basic parts:
(1) Cover Sheet;
(2) Abstract;
(3) Narrative (Technical/Management);
(4) Signed Disclosure Submission Conditions Sheet; and
(5) Cost Proposal (must be separable from the remainder of the
proposal).
An original and two copies of the entire proposal package are
required. One copy of the proposal must be signed by the principal
investigator(s) and the applicant's authorized representative.
This representative must be an official authorized to commit your
organization to the proposed project and to enter into negotiations
with Reclamation.
Cover Sheet
Appendix I presents a recommended format for the cover page. A
cover page should contain, at a minimum, the following information:
. Title of the proposed project. The title should be brief and descriptive;
. Name, address, and telephone number of the applicant. This may be an organization or individual;
. Name, title, address, and telephone number of the principal investigator(s) or project manager;
. Commencement and completion dates of the proposed project;
. Total dollar amount requested from Reclamation;
. If the proposal is for the renewal of an award, provide the Reclamation identification number of the previous award;
. Name, title, and telephone number of the official authorized to commit the applicant to the proposed project and to enter into negotiations with Reclamation;
. Signatures of principal investigator(s) and official authorized to commit the applicant to the proposed project. A proposal will not be considered complete if endorsement signatures are omitted; and
. A statement as to whether the proposal does or does not contain restricted data. ( See Use and Disclosure of Proposal Information, Appendix II.)
Any unsolicited proposal may include data, such as a technical design, concept or financial and management plans, which the offeror considers proprietary.
(a) If an offeror wishes to restrict the proposal data, the title page must be marked with the following legend:
USE AND DISCLOSURE OF DATA The data in this proposal 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 the proposal, provided, that 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 contract. This restriction does not limit the Government's right to use information contained in the data if it is obtainable from another source without restriction. The data subject to this restriction are contained in Sheets____________.
(b) The offeror shall also mark each restricted sheet with the
following legend:
Use or disclosure of proposal data is subject to the restriction on the title page of this Proposal
Abstract
At the beginning of your proposal there should be a concise title
and abstract (approximately 200 words) stating the basic purpose
of the proposal, a summary of the work to be performed, the duration
of the project, and the expected end result.
Narrative (Technical/Management)
The proposal's narrative section must provide information on both
the technical and management aspects of the proposal. Technical
information should clearly describe the proposal, the technical
issues and the relevance of the proposal's objectives to Reclamation's
mission or program. Management information should address resource
requirements, time schedules, costs, qualifications and project
management and control approaches. The following items should
be specifically addressed:
Purpose and Objective - State briefly, the objectives of
the effort or activity, the method or approach, and the extent
of the effort proposed. Describe the anticipated results and how
they will help Reclamation.
Previous or Ongoing Related Work - The proposal should:
. Document your experience in, or knowledge of, other related activities with appropriate references to the literature or ongoing research.
. Show how the proposed project relates to these other activities.
. Show how the proposed work will extend the level of knowledge in the field.
Statement of Work
. Describe the work to be performed and/or services to be provided.
. Give full and complete technical details of the procedures that will be used to accomplish the scope of work.
. Describe each major project task and its measurable accomplishments.
. Indicate the scope and methods of management support planned to complete the work.
. Provide a project milestone and delivery schedule.
. Indicate the criteria that will be used to evaluate the project's overall success.
Offeror's Organization, Facilities, and Qualifications
- With respect to the organization, facilities, and qualifications
for performing the work or services set forth in the proposal,
there should be a clear demonstration that:
a. You understand the complexity of work or services contemplated
and the resources, time, and management skills required for the
successful project accomplishment.
b. You have the necessary resources and capability to accomplish
the required work unimpeded by other organizational and contractual
commitments. (List all such commitments.)
c. If you intend to subcontract a portion of the work, what services
or work will be performed, and by what sources, using the following
format:
Subcontracted Work
| Services or Major Equipment Purchases | Estimated Costs* | Prospective Subcontractors |
| $ | ||
| $ | ||
| $ |
* Based on actual competitive quotations, catalog prices, or other.
Other Information
Provide the Following:
. The names, titles, and resumes of the project manager(s) and key technical personnel. Describe the number, category and background of any further key personnel who will be engaged in performing the proposed effort;
. A brief description of the location, facilities, and special equipment now available to perform the proposed work;
. The type of Reclamation support needed (e.g., facilities, equipment, materials, or personnel resources);
. A list of any previous work performed in the categories covered, or in related fields;
. The period of time for which the proposal is valid (a minimum of 6 months is suggested)
. The type of award proposed (i.e., contract, grant, cooperative agreement); and
. Names of other agencies receiving the proposal or funding the proposed effort.
Reclamation's appraisal of the proposed project's merit is based primarily on the information in the narrative section. Review and negotiation of a carefully prepared, complete and detailed statement of work requires less time than for a less comprehensive proposal.
Cost Information
A cost proposal shall be submitted showing, in detail, the estimated
total cost of the project. Cost data must be accurate, complete,
and current. The assumptions used in projecting the estimates
must be stated in sufficient detail to support the fact that the
project has been well planned to assure realistic estimates. If
available, include a copy of the current rate agreement negotiated
with the cognizant audit agency. The cost proposal should be separable
from the rest of the proposal and should be accompanied by a detailed
cost breakout as follows:
Personnel costs represent those personnel costs directly
associated with the proposed project. Indirect or administrative
personnel costs associated with the project are usually not charged
as direct costs, but as indirect costs.
A list of the salaries of personnel should be itemized in a separate
statement and attached to the cost proposal. Educational institutions
should include in this statement the annual salaries and the amount
of time during the academic year and summer months each faculty/staff
participant will devote to the research. Institutions should also
include the number of weeks included in the academic year.
Payroll fringe benefits such as FICA, retirement, and health
benefits, can be treated as direct or indirect costs. The organization
should use the same accounting practices which they normally use
to contribute to employee benefits.
Equipment consists of both permanent and expendable equipment.
Permanent equipment (nonstandard scientific or technical
equipment, personal computers, etc.) should be itemized by description
and their costs estimated in the proposal. The narrative should
include an adequate justification for the acquisition of needed
equipment and a statement that the requested equipment is not
already available for the conduct of the proposed work. Unless
provided for in writing in the award document, funds may not be
used to purchase such equipment. Title to purchased equipment
may be retained by Reclamation, or may vest with the recipient
organization upon award or at the completion of the work, subject
to the conditions of any applicable OMB Circulars.
Expendable equipment such as supplies should be indicated
in general terms with estimated costs. When substantial funds
are requested, a detailed breakdown should be provided.
Travel requirements should be itemized. Individual trips,
including estimated costs, should be listed in the narrative.
Allowances for air travel will not normally exceed round-trip
jet coach accommodations. Air travel must be made by U.S. carriers
with limited exceptions.
If foreign travel is planned, the proposal must include relevant
information (including itinerary) and a detailed justification.
The use of Government funds for foreign travel requires special
approval, well in advance, of the contemplated departure date.
Other direct costs not included above should be itemized.
These may include, but are not limited to, costs for purchase
of publications, computer time, printing, postage, and sending
facsimile documents.
Indirect costs are costs, that cannot be traced specifically
to a unit of output under the project. Examples of these costs
may include executive salaries, indirect materials and shop costs.
Such costs are normally contained in the organization's overhead
categories of their standard accounting system. Application of
overhead rates is subject to government audit.
Cost-sharing arrangements may be appropriate for research
projects when the offeror agrees to absorb a portion of the project
cost and receive no fee or profit. The offeror should indicate
the amount and nature, if any, of such cost sharing it is prepared
to make available to the project. (See FAR 16.303) . Cost sharing
does not affect the Government's technical evaluation or mission
priorities.Applicants submitting proposals must be prepared to
discuss cost items in detail with the contracting officer who
is responsible for negotiating and determining that costs are
reasonable, allocable, and allowable in conformance with Government
cost principles. During negotiations, applicants should be prepared
to explain the rationale behind the project proposal and the basis
for the cost estimates. As determined by the contracting officer,
proposals may be audited prior to negotiations, during award or
performance, and/or after final payment.
Resumes of Personnel
The proposal should contain the resumes of the principal investigator(s)
or project manager responsible for direct supervision of the program,
principal senior personnel who will participate in the program,
and other senior personnel. Short biographical sketches and lists
of principal publications during the past 5 years should be included
in the resumes.
Disclosure Submission
As part of the proposal package, the Use and Disclosure of Proposal
Information -- Department of the Interior (Apr 1984) form should
be included. The proposal package will not be considered complete
without this form and proposal review will be delayed until it
is received. This form describes Reclamation's and the applicant's
responsibilities and rights as to the disclosure of information
contained in the proposal. A copy of the form is contained in
Appendix II.
RECLAMATION REVIEW AWARD PROCESS
All proposals submitted will be reviewed and evaluated by program
officials and technical specialists within Reclamation. The advice
of other specialists in the fields covered by the proposal may
be obtained to assist in proposal evaluation. Proposals must contain
pertinent information in sufficient detail to define the nature
and merit of the proposed project.
Meritorious proposals will be supported in order of priority,
to the extent permitted by available funds.
Reclamation will return copies of each proposal that does not
result in an award. If a proposal results in an award, it may
be made available to interested individuals upon specific request;
however, information or material that Reclamation determines to
be of a privileged nature will be held in confidence to the extent
permitted by law.
The review and award process is detailed below. Time frames for
processing and issuing awards will vary dependent upon individual
circumstances (i.e., determination of the type of award, time
of fiscal year, complexity of the proposal, total cost, and audit
requirements). Given these circumstances, the time frame for the
entire process from initial submission to an award normally should
take from 2 - 4 months for assistance awards and from 4 - 6 months
for contractual awards.
Reclamation will perform a preliminary acceptability review and
then a comprehensive evaluation of acceptable proposals.
Preliminary Acceptability Review
The Reclamation contact person will make a preliminary acceptability
review prior to the comprehensive evaluation to see if the proposal
contains sufficient technical and cost information and contains
the information listed under "What to Submit." In addition,
before initiating a comprehensive evaluation, Reclamation must
determine that the proposalcontains sufficientcost-related or
price-relatedinformation for evaluation, and that it has overall
scientific, technical, or socioeconomic merit. (FAR
15.606-1)
A proposal will also be examined to determine whether there is
a potential for an organizational conflict of interest based on
the particular facts and the nature of the proposed contract.
Reclamation will exercise common sense, good judgment, and sound
discretion to determine whether a significant potential conflict
exists and if it exists, to develop an appropriate means for resolving
it.
Upon completion of our preliminary review, you will be notified
that your proposal is either being forwarded for a comprehensive
evaluation, or that additional information is needed before further
evaluation can be made. If your proposal does not relate to Reclamation's
mission, Reclamation may attempt to identify other agencies with
missions that may be more closely related to the proposal's subject
matter.
Comprehensive Evaluation
The Reclamation contact person will coordinate the evaluation
and forward the proposal to the appropriate evaluator(s).
The evaluator(s) shall consider the following factors during the
comprehensive evaluation:
. The unique and innovative methods, approaches or concepts demonstrated by the proposal;
. The overall scientific, technical, or socioeconomic merits of the proposal;
. The proposal's potential contribution to Reclamation's mission or specific programs;
. The offeror's capabilities, related experience, facilities, techniques, or unique combinations of these which are integral factors for achieving the proposal objectives; and
. The qualifications, capabilities, and experience of the proposed staff who are critical in achieving the proposal objectives.
When completed, the evaluator(s) will submit their conclusions and recommendation to the Reclamation contact person.
Negotiation/Discussions
If the proposal is recommended for acceptance, the contracting
officer may determine that discussions with the offeror are necessary.
The purpose of these discussions is to arrive at a mutual understanding
of work to be done, terms and conditions related to the choice
of contractual instrument, and cost. After discussions, the offeror
may be requested to submit a revised proposal reflecting the mutual
understanding reached during the discussions.
Only a contracting officer may hold or chair discussions with
the offerors. Preaward discussions or commitments made by anyone,
other than the contracting officer, are not binding on Reclamation
and should not be followed.
Award
If a proposal, which is determined to be unique and innovative,
is accepted by Reclamation it will still be necessary to justify
and obtain approval of a noncompetitive award.
In all proposals not determined to be unique and innovative, competition
must be obtained when the substance of a proposal:
. Is available to Reclamation without restriction from another source;
. Closely resembles a pending competitive acquisition requirement; or
. Does not demonstrate an innovative and unique method, approach, or concept.
Notification of an Award
Notification of an award of a contract, grant, or cooperative
agreement will be signed by a contracting officer or other authorized
official and will be addressed to the organization to which the
award is made.
The award will incorporate, by attachment or reference, certain
documents that will establish binding terms and conditions upon
the awardee. Prior to an award, the awardee will be provided the
opportunity to review these terms and conditions. The conditions
state the conduct relating to the general nature and scope of
the award, termination of the award, return of unused funds, costs,
summary, patent rights, status reports, etc.
Period of Performance
The performance period begins on the date of the award, unless
otherwise specified, and runs for the length of time indicated
in the award document.
When progress during the period of performance is delayed, an
extension of the performance period, without additional funds,
may be necessary. If a time extension is required, a written request
for extension must be submitted to the contracting officer. Such
a request should include a justification for the requested extension.
Adherence to Original Cost Estimates
The awardee bears the primary responsibility for fiscal accountability.
Unless previously agreed to by the parties and spelled out in
the award document, expenditures may not be incurred before the
effective date of the award. In addition, commitments may not
be incurred after the completion of the period of performance.
While the principal investigator or project manager is free to
alter the direction of research when changes seem technically
advantageous, the awardee must give full consideration to the
effects of cost reallocations on the cost-sharing and indirect
cost portions of the cost. The awardee must remember that it may
not exceed the amount of funds obligated. Likewise, items not
included in the approved award costs may not be charged to the
award, unless approved by the contracting officer.
Adherence to Project Objectives
Reclamation believes that the recipient's principal investigator
or project manager, operating within the established policies
of his or her institution and without Government interference,
should feel free to pursue interesting and important leads which
may arise during the conduct of the research.
When it appears from the technical standpoint that the inquiry
as originally contemplated will no longer be fruitful or that
a related line of inquiry will be more promising, the principal
investigator may discontinue or materially modify unpromising
lines of inquiry, without jeopardizing continuation of support
for the remainder of the performance period.
However, when new and promising leads or potential lines of inquiry
do arise leading to possible major deviations from original research
objectives, approval must first be obtained from the contracting
officer and the award modified accordingly. Proposed changes such
as additions, deletions, or substitutions to permanent equipment
must be approved in advance by the contracting officer.
Equipment/Property
As a means of providing additional support and conserving supply
and equipment funds, Reclamation may sponsor the transfer of limited
quantities of Federally-owned property to an awardee. Before the
transfer of excess Government property can be authorized, full
justification must be provided to the contracting officer that
the property will further performance of the award.
Equipment purchased under the award will be used only for the
originally authorized purpose for which it was acquired.
Equipment that is no longer needed for the program or any other
Federally supported program, with a fair market value of less
than $5,000, may be retained and disposed of by the awardee with
no further obligation to the Government. Equipment exceeding $5,000
in value and whose title is not vested with the recipient or contractor
upon award will be disposed of by the awardee as instructed by
Reclamation in accordance with Federal regulations.
Property management standards for grants and cooperative agreements
shall be in accordance with the provisions of Office of Management
and Budget Circular A-102 or A-110.
Changes in Personnel
Reclamation must approve changes involving the participation of
key personnel in a project. When the changes are not permanent,
as when a principal investigator is on leave, the technical officer
should be informed of the arrangements made for supervision and
management of the award during the interim.
Acknowledgement
An appropriate acknowledgement of Reclamation's support must be
made in connection with publication of any material based on research
aided by Reclamation. Also, a standard disclaimer, as provided
in the award, is to be included in such publication or commercial
advertising.
Security
Normally, investigators will not need access to classified security
information in performing research work for Reclamation. If it
appears that access to such information is desirable, investigators
should inform the contracting officer. When the principal investigator
or project manager determines that information developed under
the award should be classified, he/she must notify the contracting
officer immediately.
Safety Precautions
Reclamation cannot assume liability with respect to accidents,
illnesses, or claims arising while performing work under the awards.
The awardee is advised to insure or protect itself as necessary.
Status Reports
Dependent on the award document, certain reports must be submitted
in connection with the award activities. Each award will detail
reporting requirements. The types and number of copies of reports
will be specified in the award.
ACCOUNTING AND AUDIT PROCEDURES
The financial management systems of recipients of Federal funding
are required to accurately disclose current and complete financial
results of each award. Such records must identify the source and
application of funds for financially supported activities and
maintain control over and accountability for property and other
related assets.
Examinations in the form of audits may be required in order to
test the fiscal integrity of the awardee's financial system. A
review is made of accounting transactions, and to test compliance
with the terms and conditions of the Federal agreement.
IMPROPER BUSINESS PRACTICES & PERSONAL
CONFLICTS OF INTEREST
The policies and procedures contained in Part 3 of the FAR , Part
1403 of the DIAR, and Part WBR 1403 of the RAR will apply for
avoiding improper business practices and personal conflicts of
interest and for dealing with their apparent or actual occurrence.
Any resulting contract shall contain the required contract clauses
for contractor certification and conflict of interest.
TITLE
Submitted to:
Department of the Interior
Bureau of Reclamation
| Name of Applicant | Address |
| Telephone Number | |
| Principal Investigator (Project Manager | Co-Principal Investigator(s), (if any) |
| Name | |
| Title | |
| Address | |
| Phone |
| Proposed Project Dates | Amount Requested $ |
|
Start: Completion: |
Previous award number(s) if renewal request
Endorsements:
Principal Investigator(s)
Signature and Date
Signature and Date
Authorized Official for Award
USE AND DISCLOSURE OF PROPOSAL INFORMATION --
DEPARTMENT OF THE INTERIOR (APR 1984)
(a) Definitions. For the purposes of this provision and the Freedom of Information Act (FOIA) (5 U.S.C. 552) , the following terms shall have the meaning set forth below:
(1) "Trade Secret" means an unpatented, secret, commercially valuable plan, appliance, formula, or process, which is used for making, preparing, compounding, treating or processing articles or materials which are trade commodities.
(2) "Confidential commercial or financial information" means any business information (other than trade secrets) which is exempt from the mandatory disclosure requirement of the Freedom of Information Act, (5 U.S.C. 552). Exemptions from mandatory disclosure which may be applicable to business information contained in proposals include exemption (4), which covers "commercial and financial information obtained from a person which is privileged or confidential," and exemption (9), which covers "geological and geophysical information, including maps, concerning wells."
(b) If the offeror, or its subcontractor(s), believes that the proposal contains trade secrets or confidential commercial or financial information exempt from disclosure under the FOIA, (5 U.S.C. 552) , the cover page of each copy of the proposal shall be marked with the following legend:
"The information specifically identified on pages of this proposal constitutes trade secrets or confidential commercial and financial information which the offeror believes to be exempt from disclosure under the Freedom of Information Act. The offeror requests that this information not be disclosed to the public, except as may be required by law. The offeror also requests that this information not be used in whole or part by the Government for any purpose other than to evaluate the proposal, except that if a contract is awarded to the offeror as a result of or in connection with the submission of the proposal, the Government shall have the right to use the information to the extent provided in the contract."
(c) The offeror shall also specifically identify trade secret information and confidential commercial and financial information on the pages of the proposal on which it appears and shall mark each such page with the following legend:
"This page contains trade secrets or confidential commercial and financial information which the offeror believes to be exempt from disclosure under the Freedom of Information Act and which is subject to the legend contained on the cover page of this proposal."
(d) Information in a proposal identified by an offeror as trade secret information or confidential commercial and financial information shall be used by the Government only for the purpose of evaluating the proposal, except that (I) if a contract is awarded to the offeror as a result of or in connection with submission of the proposal, the Government shall have the right to use the information as provided in the contract, and (ii) if the same information is obtained from another source without restriction it may be used without restriction.
(e) If a request under the FOIA seeks access to information in a proposal identified as trade secret information or confidential commercial and financial information, full consideration will be given to the offeror's view that the information constitutes trade secrets or confidential commercial or financial information. The offeror will also be promptly notified of the request and given an opportunity to provide additional evidence and argument in support of its position, unless administratively unfeasible to do so. If it is determined that information claimed by the offeror to be trade secret information or confidential commercial of financial information is not exempt from disclosure under the FOIA the offeror will be notified of this determination prior to disclosure of the information.
(f) The Government assumes no liability for the disclosure or use of information contained in a proposal if not marked in accordance with paragraphs (b) and (c) of this provision. If a request under the FOIA is made for information in a proposal not marked in accordance with paragraphs (b) and (c) of this provision, the offeror concerned shall be promptly notified of the request and given an opportunity to provide its position to the Government. However, failure of an offeror to mark information contained in a proposal as trade secret information or confidential commercial or financial information will be treated by the Government as evidence that the information is not exempt from disclosure under the FOIA, absent a showing that the failure to mark was due to unusual or extenuating circumstances, such as a showing that the offeror had intended to mark, but the markings were omitted from the offeror's proposal due to clerical error.
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