Responding to a Project Call: How To Guide

Transcription

1 Responding to a Project Call: How To Guide CALL WORKSHOP September 8, 2016 D M D I I. O R G

2 Projected Timeline for the July 2016 Project Call PHASE 1 PRE-SELECTION EVALUATION & SELECTION CALL NOTICE Jul 27 PROPOSAL PREP KIT RELEASE Aug 22 CALL WORKSHOP Sep 8 EXECUTIVE SUMMARY DUE Oct 12 TECHNICAL PROPOSAL DUE Oct 26 3 WEEKS 3 WEEKS 5 WEEKS 2 WEEKS 1 WEEK DOWN- SELECT BY DMDII Nov 2 EVALUATION & CLARIFICATION Nov 23 3 WEEKS 1 WEEK NOTIFICATION LETTERS Nov WEEKS PHASE 2 POST-SELECTION EXECUTION SOW DEVELOPMENT (TEAM WORK) Ongoing 6 WEEKS + Holidays COST PROPOSAL DUE Jan 13 DMDII COST ANALYSIS Mar 24 EAA Negotiations USG COST ANALYSIS & APPROVAL May WEEKS 9 WEEKS 2 WEEKS Executive Committee Approval EAA EXECUTION Jun 9 PARTICIPANTS UNDER CONTRACT Jun 23 2 WEEKS 1 WEEK KICKOFF Jun 30 Average Project Length: 12 months Project Closeout: est. Jun 30, WEEKS D M D I I. O R G C O N F I D E N T I A L N O T F O R D I S T R I B U T I O N 2

3 Submission Process Executive Summary Submission Highlights the key aspects of the project Provides insight into the project Assists in preparing for the evaluation *Template provided Technical Proposal submission including: Technical Proposal BIP ID Form Tech Data Form *Templates provided Resumes Letters of Commitment Cost Proposal & Enterprise Award Agreement Note: Executive Summaries are due no later than 12:00PM Central Time, October 12, 2016 Technical Proposals are due no later than 12:00PM Central Time, October 26, ) Technical Proposals will not be accepted if an Executive Summary was not submitted 2) At the time of Technical Proposal submission, all Project Participants must be DMDII members in order for a Technical Proposal to be considered for evaluation D M D I I. O R G C O N F I D E N T I A L N O T F O R D I S T R I B U T I O N 3

4 Technical Proposal Updates New Technical Proposal template includes: Increased the page length from 18 pages to 26 pages Follows a Q&A format A response to each question is required The Technical Proposal must include a detailed Gantt chart Include milestone for Project Participants under contract & the team kickoff meeting Include phase gate milestones D M D I I. O R G C O N F I D E N T I A L N O T F O R D I S T R I B U T I O N 4

5 Generic Project Requirements The solution should be demonstrated at DMDII on the shop floor, at businesses from the DMDII membership and be compatible with the DMC when applicable. The proposed solution should be demonstrated in a way that reveals the potential for a broad-based impact to industry. The demonstration must be realized in an industry-relevant, virtual and physical test bed and quantitatively assessed using both technical and business criteria. Software deliverables contemplated for this effort should be clearly stated if they are an app on the DMC, plug-in to an existing commercial tool, standalone software product, etc. Teams must include a minimum of one Industry partner who is a potential end user of the proposed technology and a DMDII Member. The proposed technology must have an initial TRL of 4 or higher at the beginning of the project. *16-03 has a slightly different TRL requirement. The project lead organization must provide a project manager to manage the project schedule, costs, risks, subcontractors, and to be responsible for the overall success of the project. They must also facilitate team communications and communications with DMDII. They are responsible for compiling monthly technical and financial reports, completing quarterly technical reviews, and participating in semi-annual in person technology showcases. D M D I I. O R G C O N F I D E N T I A L N O T F O R D I S T R I B U T I O N 5

6 Lessons Learned for Proposal Development Clearly define the specific problem that the team is aiming to solve The Technical Proposal must justify the Technology Readiness Levels of the Critical Technology Elements identified. Technical Proposals should identify other similar/competing technologies and explain why the proposed technology (if the project is successful) stands out above the rest. All documents created should be identified and listed as deliverables (test plans, test report, software/system architecture, requirements document, etc.). KPIs/Metrics must be SMART: Specific, Measurable, Attainable, Realistic and Time-Bound and explain what time/money is being saved. The Technical Proposal should include deliverables necessary for dissemination (examples: software architecture documents, reports, setup instructions, user instructions, etc.) in order for DMDII members to utilize the technology developed. Include specific workforce development tasks and deliverables, and describe explicitly what the deliverables entail. It should be clear to the evaluators what the scope of the effort includes and if applicable, what will be required to scale and disseminate the technology for it to be applicable to other organizations/industries. D M D I I. O R G C O N F I D E N T I A L N O T F O R D I S T R I B U T I O N 6