SBIR/Grant Requests (cont)

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CS 411W

XI


SBIR and Grant Proposal Writing

SBIR/Grant Requests

Objective:

To obtain Research and Development
funding to transition from a concept to product
(the alternative is to finance it yourself…)


SBIR Advantage:

Small Business retains rights to
technical data for a period of 4 years


gives small business opportunity to market the product


prevents other/larger organizations from taking unfair
advantage

SBIR/Grant Requests (cont)

Federal Grants:

A Federal Grant is an award of
financial assistance from a Federal agency to a
recipient to carry out a public purpose of support
or stimulation authorized by a law of the United
States.


Grants are not Federal assistance or loans to
individuals.


A grant is not used to acquire property or services for
the Federal government's direct benefit.



SBIR/Grant Requests (cont)

Federal Grants
-

Eligibility:

Many groups of
organizations are eligible to apply for government
grants:


Government Organizations


Education Organizations


Public Housing Organizations


Non
-
Profit Organizations


Small Businesses


Individuals


SBIR/Grant Requests


Writing Proposals

What is a proposal?
A business proposal is an
offering from a seller to a prospective buyer


The written proposal is the vehicle that carries the terms
of an agreement between buyer and seller and forms the
basis for a subsequent business contract.


Proposals can range in size from a one page letter, or
price list, to several hundred pages of detailed
specifications.




If the proposed offer is accepted by the buyer, it
creates a legally binding document for both parties,
buyer and seller.



Writing Proposals
-

Process

Proposal Process:

The proposal provides a formal
way for both sides to communicate in writing
during these negotiations.


Prospective buyers sometimes issue a Request for
Proposals (RFP), or an Invitation for Bids (IFB), to
provide specific information about what products or
services they want


RFP/IFB will include specifications of the customer's
requirements


The RFP/IFB will typically be issued to solicit
responses from several offers to establish a competitive
bidding environment


A proposal is written in response to the RFP/IFB

Writing Proposals
-

Objectives

Proposal Objectives:

The major objectives in
writing proposal are:


To describe how the customer requirements will be met


To establish the price and payment terms for the
proposed effort, goods, or services


To define the terms and conditions that will apply to
both parties during if the proposal is accepted




Writing Proposals


Components

Components of a Proposal:

The basic
components of the business proposal
include:


Technical Proposal

and


Cost

or
Price

proposal.



Writing Proposals


Components (cont)

Technical Proposal:
Conveys the sellers understanding of the
customer’s requirements and technical details of the offer:


Provides a detailed description of the technical approach to
meeting the requirements


Identifies the seller’s key discriminators to convince the customer
to select the proposal. Discriminators may include:


Technical qualifications


Development or production process


Management approach


Risks and how they will be addressed


Program plan outline/schedule and milestones

Writing Proposals


Components (cont)

Cost Proposal:
Provides a price breakdown for major aspects of
the offer which may include:


Non
-
recurring Costs
-

those costs associated with
producing a “first article”


Recurring Costs


the cost of producing/delivering
additional product


Labor costs


expressed in one or more combinations
terms of cost/man hour, total man hours, total labor
costs, etc.


Material Costs


parts, assemblies, supplies required
to produce the product


Other Costs


travel, license fees, consultants, etc.


Contractual Terms and Conditions of the offer





Additional Proposal Objectives

To educate the prospective customer about the
full nature of his need



Often, a prospective customer may be aware of only a
portion of his need


the proposal may describe a more
complete and valid solution/approach


Provides a detailed cost assessment as basis for
comparison of the overall approach to cost from
multiple (competing) offers




Proposal Preparation Checklist

Key considerations for developing a successful
proposal
:

1.
Does your proposal address the underlying purpose of the customer’s
need?

2.
Is there any danger that the customer could misunderstand your approach
to provide him with a solution? Have you clearly presented your
approach?

3.
Is the work you intend to perform covered in sufficient detail?

4.
Have you expressed compelling enough reasons why you should be
selected to supply the goods or services?

5.
Is your proposal written from your customer’s perspective? Do you use
language with which he is familiar? Do you know his personal or his
organization's key objectives?

6.
Are your fees or costs clearly stated? Do they follow a description of
your approach and benefits?

7.
Will the customer understand what he or she is supposed to do upon
reading the proposal?

Methods for Proposal Preparation



1.
Prepare an Introduction
:


Start with a Theme: Concise statement which describes what
you are offering and why it meets the customer needs


Example: XYZ solution provides a secure method for ensuring
rapid and accurate assessment of insurance claims


Convey your understanding of the customer requirement and
provides a top
-
level view of how your proposal addresses
those requirements

Methods for Proposal Preparation



2.
Describe your Technical Approach:

Provide a detailed
description of your approach and what it will accomplish


Describe major technical objectives and activities


Identify risks, challenges, and approaches to dealing with
them


Describe the outcome in terms of meeting customer’s
requirements


Identify key personnel and their qualifications


Describe the facilities and equipment required to complete
the effort.


Methods for Proposal Preparation (cont)



3.
Describe your “Commercialization Strategy”


Describe how your product satisfies a market
requirement


Example:
Small, light weight, feedback controllable
actuators could find wide application by both military and
commercial entities for telerobotics applications. Products
could include: actuators, simulation software, compact
brakes, active vibration control modules,etc.

Methods for Proposal Preparation (cont)



4.
Provide a Schedule, Identify Milestones, define Deliverables:


Prepare a schedule which reflects a top
-
level Work
Breakdown Structure


Identify and discuss major milestones


List deliverables (routine reports, product documentation,
equipment or product)

Methods for Proposal Preparation (cont)



5.
Prepare the Cost/Price Proposal:

The Cost proposal is often
delivered in a separate (sealed) package from the Technical
Proposal.


Cost Proposal format is often dictated by the RFP


“Cost” will include the costs you will incur plus the earnings
you expect (Cost + Earnings = Price)


Cost/price breakdown should provide customer with
sufficient information to evaluate your offer for cost/price
reasonableness




Methods for Proposal Preparation (cont)


Simple Cost/price Breakdown:
The table below shows how
scope of effort and associated cost/price might be presented for a
simple effort:


Should map at a high level to WBS or Schedule


Shows what the customer gets (quantity of labor, cost of
hardware)


1. Evaluate hardware 0ptions
100 man-hours
$10,000
2. Select and order hardware
1/3 cost upfront
$60,000
1/3 hardware cost
$60,000
200 man-hours
$20,000
1/3 cost
$60,000
100 man-hours
$10,000
5. Train
50 man-hours
$5,000
TOTAL
$225,000
3. Install hardware
4. Debug system
Methods for Proposal Preparation (cont)



6.
Summarize Your Offer:

Capture key components and discriminators
of your proposal in a summary paragraph


Provides a concise recap of what you are offering


Can be used to hi
-
light qualifications, past experience, and key
discriminators


Example: “XYZ, the largest Database designer in the United States
provides secure database design services for over 500 major clients
including the Department of Defense, Department of Homeland
Security, First National Bank, and Ford Motor Company. "


May provide a comparison/recap of your solution compared to
existing solutions or alternative solutions from potential
competitors


Lab V Phase II SBIR/Grant Proposal

Cover Sheet
(Product Name, Project Team Name, Date, etc.)


Table of Contents, List of Figures, etc

1
Introduction

Description of what is being proposed and why

2
Technical Approach

Description of prototype capabilities and results

Description of proposed activities to transition prototype to product



Detail tasks to be performed



Describe results to be achieved

Identify Key Personnel

Identify Facilities and Equipment required to complete the tasks to be
performed

3
Commercialization Strategy

3
Schedule, Milestones, and Deliverables

4
Proposal Costs

5
Summary

Reference Links

SBIR Websites:

http://www.sba.gov/SBIR/

http://www.acq.osd.mil/osbp/sbir/

http://grants.nih.gov/grants/funding/sbir.htm

http://sbir.gsfc.nasa.gov/SBIR/SBIR.html


Phase II Example:

http://www.acq.osd.mil/osbp/sbir/proposals/smpl_prop2.htm