Leonard Wood Institute Full Proposal Format and Content

FORMATTING REQUIREMENTS
In order to be properly formatted, full proposals shall conform to the following:
1. The proposal will include two separate volumes – Technical Proposal and Cost Information – each
with a title page.
2. All content shall be prepared in an 8.5” x 11” single- or double-spaced and single-column format,
with 12 pt Times New Roman type throughout (except captions, and figures), and with margins not
less than one inch. Headers and footers may be included in the margins, and the Offeror’s name
should appear in either the header or the footer.
3. All content shall be suitable for single-sided printing on plain paper with pages numbered
sequentially; the proposal title page and Table of Contents do not require page numbers.

GENERAL PROVISIONS:
1. The invitation from LWI to submit a full proposal does not assure subsequent award. The
decision to submit or not submit a full proposal in response to an invitation from LWI is the
responsibility of the Offeror.
2. It is LWI’s policy to treat all submissions as competitive information and to disclose the
contents only for the purpose of evaluation. LWI may use selected contractors as special
resources or technical experts to evaluate proposals. These contractors are prohibited from
disclosing proposal information or using it for purposes other than the technical assessment
for LWI. By submitting a proposal to LWI, an Offeror agrees that the project’s technical and
management information may be disclosed to select contractors and technical experts for the
limited purposes stated above. Any information submitted to LWI that an Offeror intends to
exclude from such limited release must be clearly marked; limitations that interfere with
LWI’s ability to adequately review proposals may be rejected without consideration.
3. LWI expects the submission of unclassified proposals only. However, in an unusual
circumstance where the Offeror believes a proposal or any data that may generated as a result
of a project has the potential to be classified, the Offeror shall contact LWI’s Point of
Contact prior to the proposal’s submission.
4. LWI complies with the provisions of all federal export regulations. All successful Offerors of
proposals to LWI will be required to certify that they are cognizant of the export regulation
requirements and comply with the regulations before a subaward agreement can be executed.
5. Proposed work should be structured with a base period of performance of 12 months. LWI
will not consider multiyear projects. LWI will consider projects with optional phases. LWI
may choose to fund all, some, or none of the optional phases included in submissions in
response to this solicitation. LWI may choose to fund optional phases of projects after the
initial award of funding.
6. LWI is administering a Cooperative Agreement with the Army Research Laboratory (ARL).
As a result, LWI is bound to require the submission of the same identifying information that

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 was required of LWI by ARL. Pursuant to 31 U.S.C. 7701, as amended by the Debt
Collection Improvement Act of 1996 [section 31001(I)(1), Public Law 104-134], LWI is
required to obtain Offerors’ Taxpayer Identification Numbers (TIN). This number may be the
Employer Identification Number for a business or non-profit entity or the Social Security
Number for an individual. The TIN is being obtained for purposes of collecting and reporting
on any delinquent amounts that may arise out of an awardees’ relationship with the
government. Offerors shall provide their organization's Data Universal Numbering System
(DUNS) number. The DUNS number is a nine-digit number assigned by Dun and Bradstreet
Information Services. Offerors shall provide their assigned Commercial and Government
Entity (CAGE) Code. The CAGE Code is a 5-character code assigned and maintained by the
Defense Logistics Service Center (DLSC) to identify a commercial plant or establishment.
7. Each proposal volume shall contain sufficient information for reviewers to evaluate
according to the criteria in Section 5. Proposals that incorporate URLs or other external sites
and resources may be rejected without consideration.
8. Each proposal volume shall be submitted as a single file in Portable Document Format
(PDF), without password protection, and be compatible with a Microsoft operating system
running on an IBM compatible personal computer. Alternative file formats may be rejected
without consideration.
9. Contingent upon proposal merit and funding, successful Offerors will be expected to
negotiate and execute a cost reimbursable subaward agreement with LWI, and agreement
payments shall be contingent upon the receipt of federal funds. The execution,
administration, and performance of all subaward agreements pursuant to this solicitation are
subject to the requirements of the DoD Grant and Agreement Regulations (DODGARs)
(DoD 3210.6-R and 32 CFR Parts 21-37). A current version of the DODGARs may be
accessed at the following: http://www.dtic.mil/whs/directives/corres/html/321006r.htm. In
accordance with the DoDGARs, no fees or profits are allowed. Offerors are expected to
indicate any and all anticipated exceptions to the subaward agreement at the time of proposal.
LWI may require that successful Offerors deliver at least one technical presentation in
Missouri as part of the project. Successful Offerors will be required to participate in
government contracting and accounting training organized by LWI unless Offerors can
demonstrate that responsible staff persons have completed such training.

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CONTENT REQUIREMENTS:
Volume 1: Technical Proposal
1. Volume Organization. The Technical Proposal Volume shall be organized as follows:
Title Page
Table of Contents
Statement of Work
Project Schedule and Milestones
Assertion of Data Rights
Deliverables
Management Approach
Qualifications of Investigators
References
Exceptions to Subaward Terms and Conditions
Appendices
2. Title Page. The first line of the title page of this volume should bear the title “Technical Proposal
Volume” and include the following information:
 Proposal Title – The title of the proposed project should be the same as was used in the selected
white paper submission.
 Name of Principal Investigator and Offeror’s Organization
 Additional information is at the Offeror’s discretion.
3. Table of Contents. The Table of Contents should include the beginning page number of each section,
with the Statement of Work beginning on page 1.
4. Statement of Work. Provide a Statement of Work (SOW) that clearly details the scope and
objectives of the effort and the technical approach. It is anticipated that the full proposal (including
the proposed SOW) will be incorporated as an attachment to the resultant award instrument. Include a
detailed listing of the technical tasks/subtasks organized by month.
The SOW shall contain:
a. A complete discussion of the scope and objectives of the proposed work, the approaches to be
considered, and the level of effort to be employed. Include the nature and extent of the anticipated
results.
b. A detailed listing of the technical tasks/subtasks organized by month.
c. The names of other federal, state, local agencies, or other parties receiving the proposal and/or
funding the proposed effort. If none, so state.
d. A statement regarding possible impact, if any, of the proposed effort on the environment
considering as a minimum its effect upon water, atmosphere, natural resources, human resources,
and any other values.

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 e. The Offeror shall provide a statement regarding the use of Class I and Class II ozone-depleting
substances. Ozone-depleting substances mean any substance designated as Class I by EPA,
including but not limited chlorofluorocarbons, halons, carbon tetrachloride, and methyl
chloroform and any substance designated as Class II by EPA, including but not limited to
hydrochlorofluorocarbons. See 40 C.F.R. Part 82 for detailed information. If Class I or II
substances are to be utilized, a list shall be provided as part of the Offeror's proposal. If none, so
state.
NOTE: Brevity will assist reviewers and Institute staff in dealing effectively with proposals.
Therefore, the Statement of Work may not exceed 15 pages. Visual materials, including charts,
graphs, maps, photographs and other pictorial presentations are included in the 15-page limitation. PIs
are cautioned that the project description must be self-contained and that URLs that provide
information related to the proposal should not be used because 1) the information could circumvent
page limitations, 2) the reviewers are under no obligation to view the sites, and 3) the sites could be
altered or abolished between the time of submission and the time of review. Conformance to the 15-
page limitation will be strictly enforced, and inclusion of URLs or other external sites and resources
may cause the proposal to be rejected without consideration.
5. Project Schedule and Milestones. Provide a summary of the schedule of tasks/subtasks, other
events, and milestones.
6. Assertion of Data Rights. Include a summary of any proprietary rights to pre-existing results,
prototypes, or systems supporting and/or necessary for the use of the research, results, and/or
prototype. Any data rights asserted in other parts of the proposal that would affect the rights in this
section must be cross-referenced. If there are proprietary rights, the Offeror must explain how these
affect its ability to deliver research data, subsystems, and toolkits for integration. Additionally,
Offerors must explain how the program goals are achievable in light of these proprietary limitations.
If there are no claims of proprietary rights in pre-existing data, this section shall consist of a statement
to that effect.
7. Deliverables. Provide a detailed description of the results and products to be delivered.
8. Management Approach. Provide a discussion of the overall approach to the management of this
effort, including brief discussions of the total organization, use of personnel;
project/function/subcontractor relationships; government research interfaces; and planning,
scheduling and control practice. Identify which personnel and subcontractors (if any) will be
involved. Include a description of the facilities that are required for the proposed effort with a
description of any Government Furnished Equipment/Hardware/Software/ Information required, by
version and/or configuration.
9. Qualifications of Investigators. A biographical sketch (limited to two pages) is required for each
principal investigator or co-investigator. The following information must be provided in the order and
format specified below:
(a) Professional Preparation. A list of the individual’s undergraduate and graduate education and
postdoctoral training as indicated below:
Undergraduate Institution(s) Major Degree & Year
Graduate Institution(s) Major Degree & Year
Postdoctoral Institution(s) Area Inclusive Dates (years)
(b) Appointments. A list, in reverse chronological order, of all the individual’s
academic/professional appointments beginning with the current appointment.

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 (c) Publications. A list of: (i) up to three publications most closely related to the proposed
project; and (ii) up to three other significant publications, whether or not related to the
proposed project. Each publication identified must include the names of all authors (in the
same sequence in which they appear in the publication), the article and journal title, book
title, volume number, page numbers, and year of publication. If the document is available
electronically, the Website address may also be identified; this is an allowable exception to
the exclusion of URLs or other external sites and resources. For unpublished manuscripts, list
only those submitted or accepted for publication (along with most likely date of publication).
Patents, copyrights, and software systems developed may be substituted for publications.
Additional lists of publications, invited lectures, etc., should not be included. Only the list of
six will be used in the review of the proposal.
10. References. If outside publications are relied upon in the proposal, reference information is required.
Each reference must include the names of all authors (in the same sequence in which they appear in
the publication), the article and journal title, book title, volume number, page numbers, and year of
publication. If the document is available electronically, the Website address may also be identified;
this is an allowable exception to the exclusion of URLs or other external sites and resources.
Proposers must be especially careful to follow accepted scholarly practices in providing citations for
source materials relied upon when preparing any section of the proposal. While there is no established
page limitation for the references, this section must include bibliographic citations only and must not
be used to provide parenthetical information outside of the 15-page Statement of Work.
11. Exceptions to Subaward Terms and Conditions. Offerors are expected to indicate any and all
anticipated exceptions to the subaward agreement at the time of proposal. In none, so state.
12. Appendices. Appendices are not required.

Volume 2: Cost Information

1. Volume Organization. The Cost Information Proposal Volume shall be organized as follows:
Title Page
Table of Contents
Proposed Project Budget
Explanation(s) of Cost Categories
Facilities, Equipment, and Other Resources
Appendices
The Cost Proposal shall provide a detailed cost breakdown of all costs by cost category by calendar or
Government fiscal year. Options must be separately priced.
2. Title Page. The first line of the title page of this volume should bear the title “Cost Proposal Volume”
and include the following information:
 Proposal Title – The title of the proposed project should be the same as was used in the
selected white paper submission.
 Name of Principal Investigator and Offeror’s Organization
 Additional information is at the Offeror’s discretion.

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3. Table of Contents. The Table of Contents should include the beginning page number of each section,
with the Proposed Project Budget beginning on page 1.
4. Proposed Project Budget. The proposed project budget shall show the anticipated project budget,
itemized according to the cost categories in the next section. Options must be separately priced.
5. Cost Categories: All cost data must be current and complete. Costs proposed must conform to the
following principles and procedures:
 Educational Institutions: OMB Circular A-21
 Nonprofit Organizations: OMB Circular A-122*
 Commercial Organizations: FAR Part 31, DFARS Part 231, FAR Subsection 15.403-5, and
DFARS Subsection 215.403-5.
 All Offerors (when applicable): DOD Grant and Agreement Regulations (DODGARs),
DOD 3210.6-R
*For those nonprofit organizations specifically exempt from the provisions of OMB Circular A-
122, FAR Part 31 and DFARS Part 231 shall apply.
The itemized costs must include the following:
a. Direct Labor: Show the current and projected salary amounts in terms of man-hours, man-
months, or annual salary to be charged by the principal investigator(s), faculty, research
associates, postdoctoral associates, graduate and undergraduate students, secretarial, clerical, and
other technical personnel either by personnel or position. If Offeror’s costs are accumulated by
man-months, state the number of man-hours used to calculate a man-month or man-year.
(1) Secretarial and clerical support are expected to be included it he Offeror’s indirect costs.
Justification must be provided for all secretarial and clerical support costs included as
Direct Labor.
(2) For proposals from universities, research during the academic term is deemed part of
regular academic duties, not an extra function for which additional compensation or
compensation at a higher rate is warranted. Consequently, academic term salaries shall
not be augmented either in rate or in total amount for research performed during the
academic term. Rates of compensation for research conducted during non-academic
(summer) terms shall not exceed the rate for the academic terms. For each person or
position, provide the following information:
(a) The portion of time to be devoted to the proposed research, divided between
academic and non-academic (summer) terms, when applicable.
(b) The total annual salary charged to the research project.
(c) Any details that may affect the salary during the project, such as plans for leave
and/or remuneration while on leave.
b. Fringe Benefits: The most recent rates, dates of negotiation, the base(s) and periods to which the
rates apply must be disclosed and a statement included identifying whether the proposed rates are
provisional or fixed. If the rates have been negotiated by a Government agency, state when and
by which agency. A copy of the negotiation memorandum should be provided. If negotiated
forecast rates do not exist, Offerors must provide sufficient detail to enable a determination to be
made that the costs included in the forecast rate are allocable according to applicable OMB

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 Circulars or FAR/DFARS provisions. Offerors' disclosure should be sufficient to permit a full
understanding of the content of the rate(s) and how it was (they were) established.
c. Permanent Equipment: If facilities or equipment is required, a justification why this property
should be furnished by LWI must be submitted. State the organization's inability or unwillingness
to furnish the facilities or equipment. Offerors must provide an itemized list of permanent
equipment showing the cost for each item. Permanent equipment is any article or tangible
nonexpendable property having a useful life of more than one year and an acquisition cost of
$5,000 or more per unit. The basis for the cost of each item of permanent equipment included in
the budget must be disclosed, such as:
(1) Vendor Quote: Show name of vendor, number of quotes received, and justification, if
intended award is to other than lowest bidder.
(2) Historical Cost: Identify vendor, date of purchase, and whether or not cost represents lowest
bid. Include reason(s) for not soliciting current quotes.
(3) Engineering Estimate: Include rationale for quote and reason for not soliciting current
quotes. If applicable, the following additional information shall be disclosed in the Offeror's
cost proposal:
(4) Special test equipment to be fabricated by the awardees for specific research purposes and its
cost.
(5) Standard equipment to be acquired and modified to meet specific requirements, including
acquisition and modification costs, listed separately.
(6) Existing equipment to be modified to meet specific research requirements, including
modification costs. Do not include equipment the organization will purchase with its funds if
the equipment will be capitalized for Federal income tax purposes. Proposed permanent
equipment purchases during the final year of an award shall be limited and fully justified.
(7) Pursuant to LWI’s cooperative agreement with ARL, LWI may convey title to an institution
for equipment purchased with project funds. At the discretion of LWI, the subaward may
provide for retention of the title by LWI or may impose conditions governing the equipment
conveyed to the organization. It is not anticipated that LWI will convey title to commercial
contractors.
(8) It is the policy of ARL and LWI that all commercial and nonprofit contractors provide the
equipment needed to support proposed research. In those rare cases where specific additional
equipment is approved for commercial and nonprofit organizations, such approved cost
elements shall be “non-fee-bearing.” In addition, commercial contractors are precluded from
using contract funds to acquire facilities with a unit acquisition cost of $10,000 or less (see
FAR 45.302-.1).
d. Materials, Supplies, and Consumables: A general description and total estimated cost of
expendable equipment and supplies are required. The basis for developing the cost estimate
(vendor quotes, invoice prices, engineering estimate, purchase order history, etc.) must be
included. If possible, provide a material list.
e. Publication, Documentation, and Dissemination: The budget may request funds for the costs of
preparing, publishing, or otherwise making available to others the findings and products of the
work conducted under an agreement, including costs of reports, reprints, page charges, or other
journal costs (except costs for prior or early publication); necessary illustrations, cleanup,

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 documentation, storage, and indexing of data and databases; and development, documentation,
and debugging of software.
f. Consultant Costs: Offerors normally are expected to utilize the services of their own staff to the
maximum extent possible in managing and performing the project's effort. If the need for
consultant services is anticipated, the nature of proposed consultant services should be justified
and included in the technical proposal narrative. The cost proposal should include the names of
consultant(s), primary organizational affiliation, each individual's expertise, daily compensation
rate, number of days of expected service, and estimated travel and per diem costs.
g. Computer Services: The cost of computer services, including computer-based retrieval of
scientific, technical, and educational information, may be requested. A justification/explanation
based on the established computer service rates at the proposing organization should be included.
The budget also may request costs, which must be shown to be reasonable, for leasing automatic
data processing equipment. The purchase of computers or associated hardware and software
should be requested as items of equipment.
h. Travel: Forecasts of travel expenditures (domestic and foreign) that identify the destination and
the various cost elements (airfare, mileage, per diem rates, etc.) must be submitted. The costs
should be in sufficient detail to determine the reasonableness of such costs. Allowance for air
travel normally will not exceed the cost of round-trip, economy air accommodations. Specify the
type of travel and its relationship to the research project. Requests for domestic travel must not
exceed $3,000 per year per principal investigator. Separate, prior approval by LWI is required for
all foreign travel (i.e., travel outside the continental U.S., its possessions and Canada). Foreign
travel requests must not exceed $1,800 each per year per principal investigator. Special
justification will be required for travel requests in excess of the amounts stated above and for
travel by individuals other than the principal investigator(s). Individuals other than the principal
investigator(s) are considered postdoctoral associates, research associates, graduate and
undergraduate students, secretarial, clerical, and other technical personnel. Additional travel may
be requested for travel to military laboratories and facilities to enhance agreement objectives and
to achieve technology transfer.
h. Other Direct Costs: Itemize and provide the basis for proposed costs for other anticipated direct
costs such as communications, transportation, insurance, rental of equipment other than computer
related items, and graduate student tuition and support. Unusual or expensive items shall be fully
explained and justified.
i. Participant Support Costs: This budget category refers to costs of transportation, per diem,
stipends, and other related costs for participants or trainees (but not employees) in connection
with Army-sponsored conferences, meetings, symposia, training activities, and workshops.
Generally, indirect costs are not allowed on participant support costs. The number of participants
to be supported should be included. These costs should also be justified in the budget justification
page(s) attached to the cost proposal.
j. Subawards (subcontracts or subgrants): A precise description of services or materials that are to
be awarded by a subaward must be provided. For subawards totaling $10,000 or more, provide
the following specific information:
(1) A clear description of the work to be performed.
(2) The identification of the proposed subawardee and an explanation of why and how the
subawardee was selected or will be selected.
(3) The identification of the type of award to be used (cost reimbursement, fixed price, etc.).

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 (4) Whether or not the award will be competitive and, if noncompetitive, rationale to justify the
absence of competition.
(5) A letter of commitment from the subawardee that confirms the anticipated subaward amount
and intent to participate in the project if the Offeror is selected for award.
(6) Subcontracting Plan: If the total amount of the proposal exceeds $500,000 and the Offeror is
a large business or an institute of higher education (other than HBCU/MI) and the resultant
award is a contract, the Offeror shall be prepared to submit a subcontracting plan for small
business and small disadvantaged business concerns. A mutually agreeable plan will be
included in and made a part of the contract.
k. Indirect Costs (Overhead, General and Administrative, and Other): The most recent rates, dates
of negotiation, the base(s) and periods to which the rates apply must be disclosed and a statement
included identifying whether the proposed rates are provisional or fixed. If the rates have been
negotiated by a Government agency, state when and by which agency. A copy of the negotiation
memorandum should be provided. If negotiated forecast rates do not exist, Offerors must provide
sufficient detail to enable a determination to be made that the costs included in the forecast rate
are allocable according to applicable OMB Circulars or FAR/DFARS provisions. Offerors'
disclosure should be sufficient to permit a full understanding of the content of the rate(s) and how
it was (they were) established.
6. Facilities, Equipment and Other Resources. The Offeror should include in the proposal a listing of
facilities, equipment, and other resources already available to perform the research proposed.
7. Appendices. Some situations require that special information and supporting documents be included
in the proposal before funding can be approved. Such information and documentation should be
included by appendix to the proposal.

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