Federal requirements and other resources

Federal cost share requirements: Cost share is a requirement of the U.S. Department of Energy according to Section 988 of the Energy Policy Act of 2005. The U.S. 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.

Forms:

Note that if the Tier 2 contribution is >$250,000, including cost share, the subcontractor must fill out all the federal forms.

Tier 1 Non-Construction, and Tier 2 if >$250,000:

• HREDV Full Proposal Process: Requirements for HREDV full proposal – for prime only
• SF-424: Basic federal application, to be based on information in full proposal
• SF-424A: Budget form in Excel format OR in Word format
• 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 R&D or for Demonstration).

Tier 1 Construction, and Tier 2 if >$250,000:

• All of the above will be the same, except:
• SF-424C: Budget form for construction projects instead of SF-424A

Tier 2 Below $250,000:

• 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 R&D or for Demonstration).

For more information, visit DOE’s full listing of forms for contractors.

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:

PMC 410.1 Financial Information

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)

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

Defense Contractor Audit Agency: Tools for indirect cost proposals, under “Incurred Cost Electronically”

Sample Environmental Forms: Review a sample of the R&D EF1 or a sample of the Demonstration EF1.