ESTCP Frequently Asked Questions (FAQs)

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GENERAL FAQs

PROPOSAL AND ELECTRONIC SUBMITTAL FAQs

COST AND FUNDING FAQs

FAQs SPECIFIC TO THE INSTALLATION ENERGY AND WATER TOPICS

FAQs SPECIFIC TO THE EW LARGE SCALE ENERGY STORAGE AND MICROGRIDS TOPIC


GENERAL FAQs

  • 1. Can I contact the ESTCP office to determine if you are interested in my idea?

    No. The purpose of the pre-proposal is to allow investigators to see if ESTCP wishes to see a full proposal. However, if you have questions regarding the solicitation process, please feel free to contact the ESTCP office.

  • 2. How do you deal with intellectual property rights?

    We follow standard DoD procedures concerning intellectual property rights in accordance with the Federal Acquisition Regulations. The creator will control commercial rights but the government reserves the right to use and develop the technology for its own purposes.

  • 3. Our proposal will include proprietary information. Will this information be protected when we submit our proposal?

    All proprietary information in proposals is protected. Everyone who handles proposals has signed a non-disclosure agreement or is bound to non-disclosure as terms of their employment.

  • 4. Is there a separate solicitation for Installation and Energy topics in FY 2019?

    All ESTCP FY 2019 solicitation topics related to both environmental and installation energy technologies were released on January 9, 2018.  There are no additional solicitations planned at this time.

PROPOSAL AND ELECTRONIC SUBMITTAL FAQs

  • 5. I am from a state government. To which solicitation should I respond?

    State government-led proposals should submit via the Broad Agency Announcement, entering “business” as the organization type.

  • 6. Is there an advantage to having a proposal submitted through a Federal or private sector partner?

    No, there is no advantage to having the proposal submitted by either a Federal organization or a private firm. Each proposal receives an evaluation based on merit, regardless of the source.

  • 7. Can foreign organizations submit proposals to ESTCP?

    Yes. On most topics we are able to fund work outside the United States.

  • 8. Can I submit more than one proposal?

    There is no limit to the number of proposals that an organization or individual can submit. Each proposal will need to be submitted individually and to the appropriate topic. 

  • 9. Can I submit a proposal by e-mail or facsimile?

    No, proposals will not be accepted if received via e-mail or facsimile. All proposals must be submitted electronically via the SERDP and ESTCP Management System (SEMS) at https://sems2.serdp-estcp.org in accordance with the instructions for the solicitation to which you are responding. Detailed instructions may be found on the SERDP and ESTCP website.

  • 10. Can I get an extension on the deadline for proposal submittal?

    No. The deadline cannot be waived.

  • 11. What font and size should be used in the proposal?

    The minimum acceptable font size is 11. We do not specify a font, but whatever you opt to use must be readable.

  • 12. Is the website where proposals are submitted different than previous years?

    Yes. The SERDP and ESTCP Management System (SEMS) has been replaced with an updated version.  All proposals will be submitted via www.sems2.serdp-estcp.org.  The previous version of the system is not a viable means to submit a proposal.

  • 13. The solicitation instructions do not mention a cover page being required for submission as in previous years. Is this correct?

    Yes. The cover page that had been part of proposals in previous years is no longer required.  The information that had been included on the cover page is entered into SEMS prior to submission of the proposal. 

  • 14. In previous years, a signature was required for all pre-proposals. Is this no longer required?

    There is no requirement for a signature to bind the lead organization at the pre-proposal stage.  However, a signature of an individual with the authority to bind the lead organization is still required for all ESTCP Full proposals.  Refer to the proposal submittal instructions on https://www.serdp-estcp.org/Funding-Opportunities/ESTCP-Solicitations and www.sems2.serdp-estcp.org for more information on how to upload this signature.

  • 15. Can the Authorizing Representative sign a full proposal electronically?

    An electronic signature is acceptable.

  • 16. Where do I get the D-U-N-S number and CAGE code?

    This number is available from your contracting office. If you do not have one, this section can be left blank.

  • 17. For the pre-proposal, does the 5-page limit include references or curriculum vitae?

    No. This 5-page limit does not include references or curriculum vitae. 

  • 18. Should the Gantt chart be part of the 5-page proposal or part of the three pages of supporting data?

    The Gantt chart is part of the 5-page proposal.

  • 19. Can I submit letters of support from installations? If so, where should I put them?

    Letters of support are not required for submitting a proposal. If you have obtained one, please place it at the end of your proposal. It will not count as one of your three pages of supporting data.

  • 20. How do I verify that my proposal has been submitted? Will I receive an e-mail?

    You will receive an e-mail and an on screen message in SEMS stating that your proposal was successfully submitted.

  • 21. If I need to revise my uploaded proposal, how do I do that?

    Proposals may be revised up to the submittal deadline. Follow the onscreen instructions in SEMS to upload the revised proposal file. Update all proposal details to match the contents of the proposal.

COST AND FUNDING FAQs

  • 22. As a foreign proposer, should I cost the proposal in U.S. dollars or in my local currency?

    Proposals must be costed in U.S. dollars.

  • 23. There is no specific annual funding or total funding limit identified in the solicitation. How do I address the financial needs?

    It is true that there are no funding limits specified. You should determine how much money you will require to adequately fund the work you have proposed.

  • 24. If I am selected for funding, when can I expect to receive my funds?

    Awards in response to the BAA, which will take the form of contracts, will occur on or after June 1, 2019. Funds will be available to projects led by Federal entities by March 1, 2019.

  • 25. Will I receive all of the funds for the entire project at one time?

    No. All projects are incrementally funded on a year-by-year basis.

FAQs SPECIFIC TO THE INSTALLATION ENERGY AND WATER TOPICS

  • 26. Would you clarify the definition of installations?

    Installations consist of any base, camp, post, station, yard, center, homeport facility for any ship, or other activity under the jurisdiction of the Department of Defense (DoD) in the U.S. or on permanent installations overseas.

  • 27. Are there any exclusions to technologies developed in other countries?

    Only for photovoltaic solar technologies, in accordance with the “Buy American Act” provision in the 2011 Defense Authorization Act. There aren't restrictions for other renewable energy technologies.

  • 28. Will pre-proposals that seek to demonstrate advanced technologies at U.S. military housing units (either base owned barracks or privatized housing) be considered responsive to the solicitation?

    Demonstrations of energy technologies for barracks on installations are responsive to this solicitation. Demonstrations focused on privatized housing will not be accepted.

  • 29. Is a state-owned military installation considered a DoD installation for the purposes and intent of the Solicitation?

    Yes, a state-owned installation supported by Federal funding and subject to DoD energy goals may be suitable for an ESTCP demonstration.

  • 30. What kind of leveraged funding is acceptable and what proportion of the project needs can be funded by other sources?

    Leverage funding could come from the private sector in the form of Utility Energy Services Contracts, Energy Savings Performance Contracts or Power Purchase Agreements. Leveraging government funding associated with a DoD or Department of Energy (DOE) project on a military installation may also be appropriate. In these cases, the leveraged funding would address the non-demonstration elements of the project, and ESTCP would provide funding for analysis that may not normally occur.

  • 31. Besides the BAA, what other documents should I look at to help write my proposal?

    Section 5 of the ESTCP Demonstration Plan guidance for Energy and Water projects provides insights into the proper way to set up a demonstration that creates data to determine the validity of findings published in the Final Report.

  • 32. Are pre-proposals on Innovative Technology Transfer Approaches for Energy and Water technologies being accepted from DoD organizations?

    Yes, DoD organizations who wish to submit pre-proposals on Innovative Technology Transfer Approaches for Energy and Water technologies should submit them to Topic D4 - Weapons Systems and Platforms. 

FAQs SPECIFIC TO THE EW LARGE SCALE ENERGY STORAGE AND MICROGRIDS TOPIC

  • 33. Is the Principal Investigator or Lead Organization on a Phase 1 proposal required to remain the same on the Phase 2 effort? If not, must the Phase 2 Lead Organization have been part of the Phase 1 team?

    Key performers must participate in both phases of the project.  However, the Principal Investigator and Lead Organization can change from one phase to the next.  It is important that the project team, consisting of key performers from one or more organizations, remain the same for both phases of the project to maintain continuity for the entire program.  Subcontractors conducting standard engineering and installation labor are not considered key performers and can change from one phase to the next.

  • 34. As part of the pre-proposal for Phase 1, is it appropriate to include one or more Letters-of-Support from potential military bases to offer Phase 2 demonstration sites?

    Letters of support are not needed.

  • 35. During the "ESTCP Funding Opportunities Webinar", it was stated that all of the modeling and design data will be provided for Phase 1. Does DoD have data on all military installations or is there a subset of installations for which data will be provided

    Installations for which modeling can be conducted will be specified and all required data representing scenarios at these installations will be provided. There will be no need to coordinate with a military installation during Phase 1.

  • 36. The solicitation states that proposers "should plan to model six unique installations or scenarios." Does that mean that a successful project can model six different scenarios at one installation or six different scenarios a multiple installations?

    Six installations will be modeled with unique characteristics (load profile, critical load, utility rate, energy market participation rules, solar resource, etc.)  For each of the six installations a single design will be modeled under a small set of conditions. 

  • 37. Is cost share considered in the scoring criteria for the Phase 1 pre-proposal and/or full proposal?

    No

  • 38. Is there budget and/or cost share guidance for the Phase 1 pre-proposal and/or full proposal?

    For the purposes of estimating the level of effort, proposers should plan to model six unique installations (see above). Phase 1 work is anticipated to begin in Fall 2018 and be completed by March 2019.  No interaction with the installations is required to complete the work in Phase 1.

  • 39. Can DoD organizations propose an installation to be modeled?

    Yes, but the installation will only be considered if a letter of support is provided by the installation and the following data for the proposed installation is provided to EW@noblis.org  by March 8, 2018; 2:00 p.m. Eastern Time

    • Electric utility name
    • Ownership of on base electric distribution system
    • Current electricity rates
      • Utility tariffs
      • Competitive supply, if applicable
      • Renewable PPA (duration, volume, pricing), if applicable
      • Total (8760 hours) hourly load profile for installation or the portion of installation base wishes to be modeled
        • Critical portion of total load characterized above
          • Ride-through requirement (UPS): what fraction of critical load has a ride through requirement
          • Current or realistic future on base PV generation capacity in MW-AC 
          • Brief description of emergency demand response program participation, if applicable
          • POC for follow-up questions

    DoD organizations intending to suggest a specific installation are strongly encouraged to coordinate with their headquarters energy offices (OEI, REPO, and OEA).

  • 40. Can non-DoD organizations propose an installation to be modeled?

    No

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