EERE eXCHANGE: FAQs

Question 1: Can you tell me where I can get a copy of the .ppt slides that were presented at the March 6, 2014 webinar?
Answer 1: The webinar PowerPoint slides, with and without audio, are available in EERE Exchange in the FOA listing under the "FOA Documents" section.

Question 2: May our organization respond to this FOA as a proposing entity?
Answer 2: See FOA Section III.A. "Eligible Applicants." EERE will not make eligibility determinations for potential applicants prior to the date on which applications to this FOA must be submitted. The decision whether to submit an application in response to this FOA lies solely with the applicant.

Question 3: It is not clear from the eligibility description whether the National Laboratories can participate in this grant.
Answer 3: See FOA Section III.A. "Eligible Applicants." National Laboratories are Federally Funded Research and Development Centers (FFRDCs) or DOE Government-Owned Government-Operated laboratories (GOGOs).

Question 4: Please contact me at my mobile number regarding this FOA.
Answer 4: Upon the issuance of a FOA, EERE personnel are prohibited from communicating (in writing or otherwise) with Applicants regarding the FOA except through the established question and answer process as described in FOA Section VII. "Questions / Agency Contacts."

Question 5: We are a higher education institute so we understand that only 10% cost share is required of us. If we have subcontractors in our budget are they required to contribute 10% or 20% cost share?
Answer 5: As stated in FOA Section III.B. "Cost Sharing," the cost share requirement applies to the project as a whole, including work performed by members of the project team other than the Prime Recipient; the Prime Recipient is legally responsible for paying the entire cost share. The Prime Recipient is solely responsible for managing cost share contributions by the Project Team and enforcing cost share obligation assumed by Project Team members in subawards or related agreements.

Question 6: What is the required format for a concept paper submission? Is there a specific department and point of contact for submission? Can applicants who do not submit concept papers still submit full applications?
Answer 6: Please reference FOA Section IV., “Application and Submission Information” for details pertaining to the format and submission of Concept Papers and Full Applications. Regarding Agency contacts, please see FOA Section VII., “Questions / Agency Contacts.”

Question 7: Has the submission date and time for concept papers changed for this FOA or has it always been March 21, 2014?
Answer 7: As stated on the title page of this FOA, the submission date and time for concept papers is March 21, 2014 at 5:00pm ET.

Question 8: Exchange is requiring us to put in an abstract. Should we upload the whole Concept Paper into that field, or just a short abstract? If just a short abstract, will there be a separate place to upload the whole Concept Paper?
Answer 8: Applicants must enter a short project abstract into the required "Abstract" field in EERE Exchange. The abstract cannot exceed 4000 characters. The Concept Paper (single .pdf file including Technology Description and Addendum) is uploaded separately in Exchange, on the "Upload and Submit" tab.

Question 9: In Preparing the Concept Paper: 1) Can the references be included in the 3-page addendum or do they have to be included in the 3-page “Technology Description” 2) Can figures supporting the technology description be included in the 3-page addendum or do they have to be included in the 3-page “Technology Description.”
Answer 9:

EERE does not have a preference for the location of references or the location of figures supporting the technology description. This content may be included in the Technical Description or in the Addendum. See section IV.C.1. of the FOA for Concept Paper Requirements.

Question 10: Do applicants need a Control Number when they are submitting the Concept Paper or will they get that after they submit a concept paper and use it when submitting the Full Application?
Answer 10: For questions pertaining to EERE-Exchange and application submissions in EERE-Exchange, please reference the EERE-Exchange Applicant User Guide at https://eere-exchange.energy.gov/Manuals.aspx.

Question 11: I recently submitted a concept paper. I do not know if I am encouraged or discouraged to submit the full application. Could you please let me know about that?
Answer 11: Applicants may log in to their eXCHANGE account to access Concept Paper encourage/discourage status and any comments. See the "EERE eXCHANGE Applicant User Guide_06July2011" at https://eere-exchange.energy.gov/Manuals.aspx for instructions.

Question 12: As PI, I received a notice from DOE eXCHANGE that our Concept Paper had been reviewed and status published. However, the person who uploaded it is on a week-long vacation and can't be easily reached. How can we get access sooner to see the status?
Answer 12: Send an email to EERE Exchange Support at EERE-ExchangeSupport@hq.doe.gov to request additional access, stating the reason and organizational authority for the access. It may take some time to review the request.

Question 13: The FOA requires a single PowerPoint slide summarizing the proposed project. Is there a template available to ‘fill in’ the required information?
Answer 13: There is not a template for the PowerPoint summary slide. Please see FOA Section IV.D.6. for the required summary slide content.

Question 14: In the FOA, the following statement is made as per the technical volume of the proposal: The Technical Volume to the Full Application may not be more than 15 pages, including the cover page, table of contents, and all citations, charts, graphs, maps, photos, or other graphics, and must include all of the information in the table below. However, in the table following that paragraph, there is no percentage of the overall technical volume assigned to the cover page. In addition, is the table of contents required to provide in the technical volume? If required in the technical volume, (A) are both the cover page and table of contents included in the 15 pages limited by the FOA? and (B) if yes to Part (A), do they have to be on separate pages?
Answer 14: The cover page should be one separate page of the maximum 15 page Technical Volume. The Table of Contents also should be one separate page of the Technical Volume.

Question 15: Would DOE accept a cost share that consists of a proprietary data set collected by an oil & gas exploration company (i.e. a third-party contribution)? The data set contains seismic waveforms observed on a high-quality local network in an area of geothermal activity. We would use the data set as an important test bed for the techniques and software we would develop during a DOE project.
Answer 15: Any costs incurred prior to the award selection date (such as data collection/acquisition, well drilling, collection of rock/core cuttings, well-field development or power plant construction) are not eligible for consideration as recipient cost share. However, in the case of data collection/acquisition, a current market value may be assigned to the dataset that would require approval by a Contracting Officer following selection for negotiation of an award. Please be aware that the current market value assigned to any given dataset is typically only a small fraction (e.g., 10%) of the original data acquisition cost. Also, recipient cost share for wells drilled prior to the project period start date may be allowable if those costs fall into depreciation covered under an indirect rate agreement or allocation method approved by a governmental agency. See FOA Section III.B. "Cost Sharing" for more information.

Question 16: 1. Cost Share: My proposed project will entail modeling based on analysis of a large amount of data privately gathered, existing/archived image and other well log data. Questions: a. If this data is contributed to the project, can the value of this data be used as cost share? b. How would I calculate the Cost Share value of those data? For instance, if the data from a well log is used as a contribution, can the cost of acquiring the well-log be used directly towards the cost share? 2. Waivers: I will be Prime on the proposal and am employed by a U.S. University, but would like to include a foreign expert in my proposed work as a subcontractor, as well as data from foreign geothermal fields. His work will be the analysis of data gathered in foreign geothermal fields to support modeling in my project and collaboration on analysis of data from within the United States. Questions: a. Foreign participation: Is a waiver required to allow his work and data to qualify for DOE funding under this FOA? b. Is there any restriction on the use and analysis of data generated in foreign geothermal fields to support our research? c. If a waiver is necessary, what waiver do I need and how can I start the waiver application process?
Answer 16:

Please refer to FOA section III.A.3 for information on participation by foreign entities. A waiver is not required for usage of a foreign expert as a project subcontractor. There are no specific restrictions on the use and analysis of data collected at locations outside the United States. Please note, however, that there is a Program Policy Factor listed in FOA section V.C.1 that analyzes “whether the proposed project is likely to lead to increased employment and manufacturing in the United States."

Any costs incurred prior to the award selection date (such as data collection/acquisition, well drilling, collection of rock/core cuttings, well-field development or power plant construction) are not eligible for consideration as recipient cost share. However, in the case of data collection/acquisition, a current market value may be assigned to the dataset that would require approval by a Contracting Officer following selection for negotiation of an award. Please be aware that the current market value assigned to any given dataset is typically only a small fraction (e.g., 10%) of the original data acquisition cost.

Question 17: As an FFRDC, are we required to complete the following : "Disclosure of Lobbying Activities Form?"
Answer 17: See FOA Section IV.D.10. "SF-LLL: Disclosure of Lobbying Activities" for information on when the form is required.

Question 18: We were recently notified that our concept paper submitted by our organization as Recipient with another organization as a subrecipient was encouraged to submit a full application. Are we now allowed to switch the roles so that the other organization is the lead organization/prime recipient and we are a subrecipient in the full application?
Answer 18: No. Per FOA Section IV.A. "Application Process," only applicants who have submitted a compliant Concept Paper will be eligible to submit a Full Application. The PI and team members may change from the Concept Paper to the Full Application, but the lead organization/prime recipient on the application may not change.

Question 19: I submitted two separate Concept Papers. Both were logged as received on time – I have had feedback on one, but not the other. Can you let me know when the outcome will be transmitted for the second proposal – as the full-proposal deadline (April 30) is approaching?
Answer 19: Log in to EERE Exchange "My Submissions" section to verify that the second Concept Paper status shows it was Submitted. Several Concept Papers for this FOA were not fully submitted by the deadline, and will not be considered or allowed to submit a Full Application. Per FOA Section III.C.1. "Compliance Criteria," Concept Papers are deemed compliant if the Applicant successfully uploaded all required documents and clicked the "Submit" button in EERE Exchange by the deadline stated in this FOA.

Question 20: FOA Section III.B.3 Eligibility Information; Cost Share; Cost Share Types and Allowability states: “…Allowable in-kind contributions include,…facilities…the value of …other resource…” Would access to fixed facilities such as a well or similar resource be considered an allowable in-kind contribution under Section III.B.3 and does EERE have a required or standard method for determining the value of such facilities or resources?
Answer 20: Any costs incurred prior to the award selection date (such as the costs incurred drilling of an exploration or production well) are not eligible for consideration as recipient cost share. However, recipient cost share for access to wells drilled prior to the project period start date may be allowable if those costs fall into depreciation covered under an indirect rate agreement or allocation method approved by a governmental agency. Proposed costs would require approval by a Contracting Officer following selection for negotiation of an award.

Question 21: We will be submitting a grant application regarding FOA DE-EE0000842; CFDA Number: 81.087, Integrated Enhanced Geothermal Systems Research (ERS) and Development/ On page 34 of the pdf. guidelines a “summary slide” is required. It states to provide a single power-point slide summarizing the proposed project which include tech summary, description, proposed project goals, graphics, project key ideas and project information (title,etc.) including requested funds. I wanted to be clear that the information is to be included is on one summary slide only, and that it is not one presentation (with a number of slides) only.
Answer 21: See FOA Section IV. D. 6. "Summary Slide" for detail pertaining to the Summary Slide requirement. Applicants are required to provide a single PowerPoint slide summarizing the proposed project.

Question 22: On Page 20 of the subject FOA it states that the cognizant Contracting Officer for the FFRDC must authorize in writing the use of the FFRDC on the proposed project and this authorization must be submitted with the application. If we cannot get the FFRDC letter in time to submit with the application is it ok to submit the FFRDC letter when it is available?
Answer 22: If the Authorization from cognizant Contracting Officer for FFRDC is not available at the time of Full Application submission, the Authorization may be provided to DOE during award negotiations if the applicant is selected.

Question 23: We were assigned an EERE control number during the concept paper submission phase. Will the control number remain the same for the full application process?
Answer 23: Yes, the control number remains the same throughout the application process. All Full Application documents must be marked with the Control Number issued to the Applicant.

Question 24: On page 26 of the FOA DE-EE0000842 there is a mention how the application must include a Data Management Plan within the Work Plan of the Technical Volume. On page 34, there is a section titled "12. Data Managment Plan." It further states that "applicants are required to submit a Data Management Plan with their Full Application." We interpret this as a separate submission from the Technical Volume. What is the difference between the Data Management Plan mentioned in the Work Plan within the Technical Volume and the Data Management Plan mentioned on page 34?
Answer 24: As detailed in FOA Section IV.D.2. "Technical Volume," the Data Management Plan is required as part of the Work Plan, which is part of the Technical Volume, which is part of the Full Application, so there is no difference or additional separate requirement. The Full Application must include the Data Management Plan within the Work Plan of the Technical Volume.

Question 25: I am submitting a proposal for the subject FOA. Since a National Lab will be performing some of the work, a FFRDC Field Work Proposal (FWP) needs to be included with the submission. There are 2 questions on the FWP which I cannot find the answers in the FOA. Could you let me know the name, phone number, and DOE code for the following contacts? Headquarters/Operations OFC Program Manager DOE Field Organization Work Proposal Reviewer
Answer 25:

It appears that the link in the FOA provided for FWP form on page 31 is no longer functional. Click the following link, then choose "Open":

https://www.directives.doe.gov/directives-documents/0412.1-BOrder-a/@@download/file

The DOE Work Proposal Instructions included on page 13 of that document specify:

Item 7. When known, enter the name and phone number of the DOE/NNSA program manager responsible for the overall program.
Item 9. When known, enter the name and phone number of the DOE field organization individual responsible for reviewing the proposal.

Based on the instructions, it is not necessary to put names in boxes 7 and 9 if they are not known yet. If you would like to specify contact information, for Item 7 Program Manager use Douglas Hollett (Douglas.Hollett@ee.doe.gov, 202-287-1818), and for Item 9 DOE field organization contact, William Vandermeer (William.Vandermeer@go.doe.gov, 720.356.1806).

Reminder, EERE personnel are prohibited from communicating (in writing or otherwise) with Applicants regarding the FOA except through the established question and answer process as described in FOA Section VII. "Questions/Agency Contacts."

Question 26: I am in the process of putting together a proposal for FOA-DE-EE0000842 and have a question about the subaward cost sharing. If the primary applicant is a business but the subaward is a university, what is the cost sharing expected from the subaward?
Answer 26: See FOA Section III.B. "Cost Sharing," which states the cost share must be at least 20% of the total allowable costs unless the prime recipient meets the specified criteria for a cost share reduction. Each Project Team is free to determine how best to allocate the cost share requirement among the team members. The amount contributed by individual Project Team members may vary, as long as the cost share requirement for the project as a whole is met.

Question 27: I wonder if the deadline of this FOA (April 30, 2014) is extendable because our concept paper was approved at the beginning of the month, which gives us less than one month to work on the full application.
Answer 27: Full applications are due April 30, 2014 at 5:00 PM ET. This due date will not change.

Question 28: Does the cost share need to be on each budget period or can the cost share be on the total budget. For instance, if there was a greater than 20% cost for the primary institute in the first budget but a less than 20% cost share in the second or third budget period, would this be alright as long as the total cost share was 20%?
Answer 28: See FOA Section III.B.6. “Cost Share Payment.” The total amount of cost sharing on each invoice when considered cumulatively with previous invoices must reflect, at a minimum, the cost sharing percentage negotiated.

Question 29: Under section IV. D. 12 U.S. Manufacturing Commitments, EERE is requiring a document to be attached to the proposal for this area, if Applicants are not going to be creating anything that requires manufacturing, what would type of document or comment would EERE like Applicants to put into this area of the application?
Answer 29:

The U.S. Manufacturing Plan/Commitment is a required document for all Applicants. However, the nature and specificity of the Applicants’ U.S. Manufacturing Plans are expected to vary based on the FOA, as well as the nature of the technologies proposed within the application. U.S. Manufacturing Plans submitted with applications directed at technologies at lower technology readiness levels may have fewer specific manufacturing details and may focus more on licensing and other strategies to promote U.S. manufacturing.

Question 30: Please advise, where should the cost share letters from third-parties be uploaded?
Answer 30: Attach any third-party cost share commitment letters or other letters of support from partners/end users as an appendix to the Technical Volume (1 page maximum per letter). Letters of support do not count towards the page limit. Please see “Technical Qualifications and Resources” in the table on page 29 of the FOA for additional information.

Question 31: I am trying to submit a full application for DE-FOA-0000842, however, I get a message saying I must submit the"Foreign Entity and Performance of Work in the United States waiver request (if applicable)". This form is not applicable and is not listed in the announcement as one of the Required Application Documents. Please advise how to submit if I don't have this document.
Answer 31: EERE Exchange system now has been modified so that the form is not required if not applicable.

Question 32: Could you please tell me to whom the FFRDC Contracting Officer Authorization letter should be addressed for the subject FOA? I'm helping a FFRDC compose the CO letter.
Answer 32: The FFRDC Contracting Officer Authorization Letter may be addressed to Michael A. Buck, DOE Contracting Officer.

Question 33: The directions in the FOA indicate that all the budgets for subawardees should be included in one single PDF file. The uploader will not allow a PDF file to be uploaded in the section “Subaward Budget Justification (EERE 159)”. How should we proceed?
Answer 33: EERE Exchange system now has been modified so that a Subawardee EERE 159 Budget Justification may be uploaded in PDF format, although Excel format is preferred.

Question 34: When does EERE expect that the reviews will be completed? What will be the deadline for response to reviewer comments?
Answer 34:

Applicant responses to reviewer comments will be due at 5 pm EDT on Friday, May 30. Comments made on applications by reviewers will be made available to applicants approximately three business days before the deadline for applicant responses.

Question 35: Are reviewer comments for this FOA available? If so, how do applicants access these comments?
Answer 35:

DE-FOA-0000842: Integrated Enhanced Geothermal Systems (EGS) Research and Development full application reviewer comments are now available in EERE Exchange. Please see page 22 of the EERE Exchange Applicant User Guide for instructions on how to access and reply to the reviewer comments in EERE Exchange. The Applicant User Guide can be accessed at https://eere-exchange.energy.gov/Manuals.aspx.

As stated on page 1 of the FOA, the submission deadline for replies to reviewer comments is Friday, May 30 at 5:00 PM ET. Per FOA Sections IV.A. “Application Process” and IV.F. “Content and Form of Replies to Reviewer Comments,” responses should be submitted in Adobe PDF format, and should be limited to 2 pages of text and 1 additional page of text, graphs, charts, or other data. Please refer to the FOA for additional formatting and submission instructions. If a Reply to Reviewer Comments is more than three pages in length, EERE will review only the first three pages and disregard any additional pages.

Please also note that submission of applicant replies to reviewer comments is optional.

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