About Federal Requirements:
HREDV’s current portfolio of investments is funded through the U.S. Department of Energy’s (DOE) Office of Energy Efficiency and Renewable Energy (EERE). EERE’s Project Management Center (PMC) consists of the following field implementation organizations: Golden Field Office, and the National Energy Technology Laboratory. Each field organization has distinct responsibilities for implementing defined pieces of the ten EERE Programs in support of EERE Headquarters. HREDV’s investments are managed through the Golden Field Office.
Cost share is a requirement of the DOE according to Section 988 of the Energy Policy Act of 2005. The DOE Guide to Financial Assistance has additional information on cost sharing.
The forms and resources below are required from any company that is selected by HREDV to submit a full proposal based on the abstract submitted. All forms are available on the PMC Recipient Resources website, as well as links to other regulations, policies, and guidance.
Forms:
Note that if the Tier 2 subcontract is > $100,000, including cost share, the subcontractor must fill out all the federal forms.
Forms for Tier 1, and Tier 2 if > $100,000:
- SF-424: Basic federal application, to be based on information in full proposal. Need to have a DUNS number and be registered in the government’s Central Contractor Registration (CCR). Indirect rate proposal information is below, under “Other Resources”.
- SF-424A: Budget form for non-construction programs
- PMC123_1-Budget_Justification: See the FARs (link below) for information on how to account for various costs.
- PMC134_1-Statement of Project Objectives
- Financial Assistance Certifications and Assurances
- Disclosure of Lobbying Activities
- Organizational Conflict of Interest
- NEPA environmental compliance form EF1 for demonstrations. Review a sample of the R&D EF1 or a sample of the Demonstration EF1.
- PMC 410.1 Financial Information
Forms for Tier 2 subcontracts < $100,000:
- PMC134_1-Statement of Project Objectives
- Basis of cost estimate
- Financial Assistance Certifications and Assurances
- Disclosure of Lobbying Activities
- Organizational Conflict of Interest
- NEPA environmental compliance form EF1 for demonstrations
Buy American provision: To the extent practicable, all equipment and products purchased with funds made available under this award should be American-made. For details, consult Section 52.225 of the Federal Acquisition Regulations.
Other Resources:
OMB Circular A-110: Contains guidelines for PICHTR’s contracting; these rules flow down to subcontracts. Section 23 contains information on cost sharing.
E-Verify: Registration is required for all federal contractors and subcontractors.
Federal Acquisition Regulations: Contains rules governing federal contracts and subcontracts. Specific sections that may be of interest are:
- Data rights (Part 27.4, examples in Section 52.227)
- Travel costs (part 31.205-46)
- Direct and indirect costs (Parts 31.202 and 31.203)
Indirect Rate Proposals for Fringe & Overhead Rates:
- 2011 ICE Model (Excel) and full ICE Manual (Word): Submitting a rate proposal in this ICE (Incurred Cost Electronically) model, in MS Excel, enables the fastest, easiest approval by DOE.
- Defense Contractor Audit Agency (DCAA): Tools for indirect cost proposals, under “Incurred Cost Electronically”.
- Office of Acquisition Management at the National Institute of Health: Complete guidelines for putting together an indirect cost proposal for companies without a DCAA rate letter.
- Sample Indirect Rate Proposal from DOE: This sample can serve as a guide, but following the ICE model is expected to lead to faster approval. A company’s indirect rate proposal will depend on its specific structure.