6. Submission of Proposals
6.1 Submission Requirements
NASA uses electronically supported business processes for the SBIR/STTR programs. An offeror must have Internet access and an e-mail address. Paper submissions are not accepted.
The Electronic Handbook (EHB) for submitting proposals is located at http://sbir.nasa.gov. The Proposal Submission EHB will guide the firms through the steps for submitting an SBIR/STTR proposal. All EHB submissions are through a secure connection. Communication between NASA's SBIR/STTR programs and the firm is primarily through a combination of EHBs and e-mail.
6.2 Submission Process
SBCs must register in the EHB to begin the submission process. It is recommended that the Business Official, or an authorized representative designated by the Business Official, be the first person to register for the SBC. The SBC's Employer Identification Number (EIN)/Taxpayer Identification Number is required during registration.
For successful proposal submission, SBCs must complete all three forms online, upload their technical proposal in an acceptable format, and have the Business Official electronically endorse the proposal. Electronic endorsement of the proposal is handled online with no additional software requirements.The term "technical proposal" refers to the part of the submission as described in Section 3.2.4 for Phase 1 and 3.3.4 for Phase 2.
| STTR: The Research Institution is required to electronically endorse the Cooperative Agreement prior to the SBC endorsement of the completed proposal submission.
6.2.1 What Needs to Be Submitted
The entire proposal including Forms A, B, C, and the briefing chart must be submitted via the Submissions EHB located on the NASA SBIR/STTR website.
- Forms A, B, and C are to be completed online.
- The technical proposal is uploaded from your computer via the Internet utilizing secure communication protocol.
- Firms must also upload a briefing chart, which is not included in the page count (See Sections 3.2.7 and 3.3.6).
Note: Other forms of submissions such as postal, paper, fax, diskette, or e-mail attachments are not acceptable.
6.2.2 Technical Proposal Submissions
NASA converts all technical proposal files to PDF format for evaluation. Therefore, NASA requests that technical proposals be submitted in PDF format. Other acceptable formats are MS Works, MS Word, and WordPerfect. Note: Due to PDF difficulties with non-standard fonts, Unix and TeX users should output technical proposal files in DVI format.
For reasons of space conservation and simplicity the offeror is encouraged, but not required, to embed graphics within the 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). Embedded animation or video will not be considered for evaluation.
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 electronically submitted technical proposal, may cause rejection of the proposal.
6.2.3 Technical Proposal Uploads
Firms will upload their proposals using the Submissions EHB. Directions will be provided to assist users. All transactions via the EHB are encrypted for security. Firms cannot submit security/password protected technical proposal and/or briefing chart files, as reviewers may not be able to open and read the files. Proposals can be uploaded multiple times with each new upload replacing the previous version. An e-mail will be sent acknowledging each successful upload. An example is provided below:
| Sample E-mail for Successful Upload of Technical Proposal
Subject: Successful Upload of Technical Proposal
Upload of Technical Document for your NASA SBIR/STTR Proposal No. _________
This message is to confirm the successful upload of your technical proposal document for:
Proposal No. ____________
(Uploaded File Name/Size/Date)
Please note that any previous uploads are no longer considered as part of your submission.
This e-mail is NOT A RECEIPT OF SUBMISSION of your entire proposal
IMPORTANT! The Business Official or an authorized representative must electronically endorse the proposal in the Electronic Handbook using the "Endorse Proposal" step. Upon endorsement, you will receive an e-mail that will be your official receipt of proposal submission.
Thank you for your participation in NASA's SBIR/STTR program.
NASA SBIR/STTR Program Support Office
You may upload the technical proposal multiple times but only the final uploaded and electronically endorsed version will be considered for review.
6.3 Deadline for Phase 1 Proposal Receipt
All Phase 1 proposal submissions must be received no later than 5:00 p.m. EDT on Thursday, September 4, 2008, via the NASA SBIR/STTR Website (http://sbir.nasa.gov). The server/electronic handbook will not be available for Internet submissions after this deadline. Any proposal received after that date and time shall be considered late and handled according to NASA FAR Supplement 1815.208.
6.4 Acknowledgment of Proposal Receipt
The final proposal submission includes successful completion of Form A (electronically endorsed by the SBC Official), Form B, Form C, and the uploaded technical proposal and briefing chart. NASA will acknowledge receipt of electronically submitted proposals upon endorsement by the SBC Official to the SBC Official's e-mail address as provided on the proposal cover sheet. If a proposal acknowledgment is not received, please ask the offeror contact the NASA SBIR/STTR Helpdesk at email@example.com. An example is provided below:
| Sample E-mail for Official Confirmation of Receipt of Full Proposal:
Subject: Official Receipt of your NASA SBIR/STTR Proposal No. _______________
Confirmation No. __________________
This message is to acknowledge electronic receipt of your NASA SBIR/STTR Proposal No. _______________.
Your proposal, including the forms and the technical document, has been received at the NASA SBIR/STTR Support Office.
SBIR/STTR 2008 Phase 1 xx.xx-xxxx (Title)
Form A completed on:
Form B completed on:
Form C completed on:
Technical Proposal Uploaded on:
Briefing Chart completed on:
Proposal endorsed electronically by:
This is your official confirmation of receipt. Please save this email for your records, as no other receipt will be provided. The official selection announcement is currently scheduled for November 24, 2008, and will be posted via the SBIR/STTR website (http://sbir.nasa.gov).
Thank you for your participation in the NASA SBIR/STTR program.
NASA SBIR/STTR Program Support Office
6.5 Withdrawal of Proposals
Prior to the close of submissions, proposals may be withdrawn via the Proposal Submission Electronic Handbook hosted on the NASA SBIR/STTR Website (http://sbir.nasa.gov). In order to withdraw a proposal after the deadline, the designated SBC Official must send written notification via email to firstname.lastname@example.org.
6.6 Service of Protests
Protests, as defined in Section 33.101 of the FAR, that are filed directly with an agency, and copies of any protests that are filed with the General Accounting Office (GAO) shall be served on the Contracting Officer by obtaining written and dated acknowledgement of receipt from the NASA SBIR/STTR Program Manager at the address listed below:
Dr. Gary C. Jahns, Program Manager
NASA SBIR/STTR Program Management Office
MS 202A-3, Ames Research Center
Moffett Field, CA 94035-1000
The copy of any protest shall be received by the NASA SBIR/STTR Program Manager within one day of filing a protest with the GAO.