Skip over global navigation links
U.S. Department of Health and Human Services

The ASPR Business Toolkit

Overview | Work Breakdown Structure | Gantt Chart | Contract Milestones/Deliverables Chart | Project Management Plan | Subcontractor Management Plan | Risk Management Plan | Cost Proposals | Elements of the Cost Proposal

Overview

The ASPR Business Toolkit provides templates and a step-by-step guide to help companies navigate the contracting process and includes examples for companies that are new to developing project plans and proposals intended for product development with a step by step guide to the various documents that may be required when responding to a solicitation.

Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) is the cornerstone document for the development of the project plan. The categories identified in levels one through three of the sample WBS are used for standardized tracking and reporting within the ASPR / AMCG or the Vaccines and Biologics programs. The top level of the WBS is used for program identification; level two identifies the 7 functional categories; and level 3 contains the reporting categories used within the agency for progress and tracking. Below level three, the contractor has the flexibility to develop the project plan in a manner that best suits its organization.

It is understood that not all contracts will include activities and tasks within all functional categories. These documents are being provided as examples only and not intended to prescribe the use of the specified formats or any software packages.

Gantt Chart

The sample Gantt chart follows the same structure as the WBS and includes a cross reference to the WBS for the purpose of planning activities in each of the functional areas. The example Gantt Chart includes tasks below the level 3 reporting areas that lead to identified progress and contract milestones.

Areas 1.1 Project Management and 1.3 Non-Clinical, have been expanded and are being used to identify flexibilities within these documents beyond the standard level 3 reporting requirements.

1.1 Project Management

Tasks in this section have been planned in accordance with the provided WBS and the associated Milestones / Deliverables have been identified on the Gantt chart. This is to illustrate planning flexibility.  The required categories are included as well as project needs that have been identified through discussions and negotiations.

1.3 Non-Clinical

Tasks in this section have been planned in accordance with the provided WBS and the associated Milestones / Deliverables have been identified on the Gantt. In this example subtopic 1.3.1 Model Development has no tasks as it is noted that activities in that area were completed prior to the award of the contract. This is to illustrate planning flexibility; the required categories are included however do not require activities listed if previously completed or not planned during the contract period of performance.

Contract Milestones / Deliverables Chart

The provided example Contract Milestone / Deliverables Chart follows the same structure as the WBS and includes a cross reference to the WBS and Gantt chart for the purpose of planning activities in each of the functional areas. The example Contract Milestone / Deliverables Chart includes identified milestones and deliverables that will be used to access program progress by the Project and Contracting Officers as well as Leadership and for purposes of portfolio management.

Areas 1.1 Project Management,  1.3 Non-Clinical and examples under other functional categories of the sample Contract Milestone / Deliverables Chart have been expanded. Project Milestones will be used to assess project progress when determining option execution or modification requests. The Contract Milestone /Deliverables Chart can also be expanded to include the identification of Go / No Go criteria.

Project Management Plan

The sample Project Management Plan is a generic example that displays the types of information that should be included in a project management plan. The plan should be customized to the needs of the project and the requirements of the project team. The project plan will be used to identify how the progress reporting will be managed and the accompanying examples would be referenced for those purposes.

Subcontractor Management Plan

The sample Subcontractor Management Plan is a generic example that displays the types of information that should be included in a subcontractor management plan. The plan should be customized to the needs of the project and the requirements of the project team. The subcontractor management plan will be used to identify how the progress reporting of the subcontractors will be managed and the subcontractor activities in the accompanying examples would be referenced for those purposes.

Risk Management Plan

The sample Risk Management Plan is a generic example to display the information and sections that should be included in a risk management plan. A risk management plan should be included as part of the proposal process, high probability and impact risks can then be considered early in the contract structuring process. The risk management plan will be used to identify risks and how they are reported and affect the progress of the project. The first example risk in the register ties directly back to the example Gantt as an example of how the risk plan relates to the other examples.

Cost Proposals

Provide these instructions to all lower tier offerors. Proprietary data from lower tier offerors may be submitted directly to the Government.

Use an excel spreadsheet to detail costs for the entire performance period, including any options. Include a separate Cost Element Summary for each option proposed. If your proposal is phased, identify by both phase and year.

Provide the following information as the first page of the budget for the entire period of performance, including options:

  1. Name, title, telephone and fax numbers and e-mail addresses of offeror’s business and technical points of contact
  2. Amount budgeted/proposed for basic effort and each option
  3. Name, title and signature of authorized representative
  4. Date offer is submitted
  5. Request for Proposal (RFP) or Broad Agency Announcement (BAA) number under which the proposal is submitted.
  6. Whether you will require the use of Government property in the performance of the contract, and, if so, what property
  7. The following statement:

  8. This proposal reflects our estimates and/or actual costs as of this date and conforms with the instructions in FAR 15.403-5(b)(1) and Table 15-2. By submitting this proposal, we grant the Contracting Officer and authorized representative(s) the right to examine, at any time before award, those records, which include books, documents, accounting procedures and practices, and other data, regardless of type and form or whether such supporting information is specifically referenced or included in the proposal as the basis for pricing, that will permit an adequate evaluation of the proposed price.

  9. Note: Certified cost or pricing data may be required for awards over $700,000

Elements of the Cost Proposal

Submit the proposal addressing the elements listed below. It should include all of the proposed costs of the project.

Fiscal Year: Identify when the offeror’s fiscal year begins and ends. Submit a cost element summary for the basic period of performance and each option proposed.

Direct Labor: Show each category of direct labor proposed in a separate row. In supporting rationale, identify the source and explain the derivation of the labor rate proposed for the first year in each labor category. In addition, explain the methodology used to project the rates for the subsequent years. If a pool of personnel is proposed, list the composition of the pool and how the cost proposed was calculated. List the factor used for prorating year one and the escalation rate applied for additional years.

Indirect Cost Rates and/or Factors: Identify all of the indirect cost rates and their applicable allocation bases. Identify how you have computed and applied your indirect costs, including cost breakdowns.

Subcontractors: Obtain cost proposals from each subcontractor with the same level of information as for the prime contractor. Prime contractors are required to obtain competition to the maximum extent practicable when selecting subcontractors. If the prime contractor has obtained competitive quotes, copies of the quotes should be provided. If the prime has selected other than the low bid for inclusion in their proposal, they should provide rationale for their decision. Also, if the subcontractor(s) was selected without competition, the rationale for that selection should be included. Certified cost or pricing data may be required for subcontractor proposals over $700,000.

Consultants: Provide a list of the anticipated consultants. Provide a copy of the signed Consulting Agreement or other documentation supporting the proposed consultant cost. This should include the consultant’s hours and the hourly rate proposed.

Travel: Provide a breakout of travel costs for each year including the purpose and number of trips, origin and destination(s), duration and travelers per trip.

Materials, Equipment, Supplies and Other Direct Costs (ODC’s): List proposed materials and supplies for each year including quantities, unit prices, basis of estimate, proposed vendors if known and the basis of estimate, such as prior purchases, catalog prices, vendor quotes, etc.

  • This page last reviewed: June 02, 2015