Based on Section 3610 of the CARES Act, will I be reimbursed for the cost of paying my employees leave to keep them in a “ready state” while complying with COVID-19 related restrictions?
It is possible that your company will be reimbursed. Please go to the following link for additional information and a pointed questionnaire regarding possible reimbursement.
How is COVID-19 affecting my grant or cooperative agreement?
Temporary flexibilities have been extended for 90 days, for specific details click on the following link: http://www.darpa.mil/work-with-us/covid-19-guidance
How is travel being affected by COVID 19?
Although the Secretary of Defense’s extended travel restriction does not include contractors, DARPA will note approve travel for any SETA contractors while the restriction remains in place. DARPA Performers conducting R&D, that are within the Defense Industrial Base Critical Infrastructure or have had their contract/agreement determined to be essential services in support of mission essential work, should make a determination on whether travel is required to satisfy essential work. DARPA will not approve specific travel requests for any other performer contracts/agreements while this guidance remains in place.
Is DARPA operational at this time?
Yes. DARPA remains operational while taking appropriate precautions and following Federal, State, and Department of Defense guidance.
Will DARPA approve invoices for my work conducted on existing procurement contract, grant, cooperative agreement, or Other Transaction?
Yes, either DARPA or the appropriate Administrative Office (e.g., DCMA, DCAA, ONR) will review, and if appropriate, approve invoices. Submit your invoices for approval following the normal procedures of your procurement contract, grant, cooperative agreement, or Other Transaction. Questions regarding allowability of cost should be sent to your cognizant administrative contracting officer.
Is DARPA awarding new procurement contracts, grants, cooperative agreements, and Other Transactions? Will my proposal be evaluated?
Yes, DARPA continues to evaluate proposals and conduct competitions to award new procurement contracts, grants, cooperative agreements, and Other Transactions. If you have already submitted a proposal, it will be evaluated. If you have not yet submitted a proposal for an existing opportunity, you may still submit a timely proposal that will be evaluated. Solicitations and notices will continue to be posted on Beta.SAM and/or Grants.gov as they have been in the past.
Is DARPA considering delaying proposal due dates for existing Broad Agency Announcements and other types of solicitations due to COVID-19 restrictions that are affecting proposers?
Yes, in certain circumstances, DARPA may consider delaying receipt of proposals. If you plan to submit a proposal and anticipate you will not be able to make the proposal deadline, follow the solicitation instructions for question submittal. Include within the question a request to the Contracting Officer for an extension citing your rationale and suggested/alternative due date. Any granted delays will be posted on either Grants.gov or Beta.SAM, depending on where the original solicitation was posted.
Is DARPA designating some research as mission critical so that the research can continue?
Yes, on an extremely limited basis, DARPA may decide to characterize some research as mission critical (e.g., COVID-19 related research). If you feel your research is mission critical, reach out to your Contracting/Grants/Agreements Officer as soon as possible. Contractors should not assume their work is mission critical and shall only designate their research as such after receiving written notification from the contract/grants/agreements officer. Performers shall follow all Federal, state, and local guidance regarding COVID-19 procedures including guidelines on whether research can continue if it is determined to be mission critical.
I have a research project idea related to COVID-19. Where should I submit my proposal?
DARPA is always interested in new ideas and emerging technologies and solutions. The DARPA technical offices that are focused on these efforts are the Defense Sciences Office (DSO) and the Biological Technology Office (BTO), both of which have Office-Wide Broad Agency Announcements (BAA) that are open for the submission of new ideas at any time. You can find these Office-Wide BAAs and procedures for submitting a white paper or full proposal at: https://darpa.mil/work-with-us/office-wide-broad-agency-announcements.
My project is delayed or disrupted due to COVID-19. I need an extension of the period of performance or some other modification. What should I do?
First, document the delay, the impact to your project, what caused it, what you did or have done to mitigate the delay, and any other relevant facts and details. As soon as possible, contact your Contracting Officer, Grants Officer, or Agreements Officer in writing. Explain all facts and details of the situation, provide documentation, and be sure to note that COVID-19 is one of the reasons for your modification request.
I have a question about incurring additional costs related to COVID-19. What should I do?
Always carefully document any incurred costs and any relevant facts and details about what caused them. As soon as possible, email your Contracting/Grants/Agreements officer. In your email, relay all the pertinent facts so the Government can answer your inquiry as soon as possible.
My project involves international travel. Where can I find international travel guidance?
Consult the United States Department of State for international travel advisories: www.state.gov or https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/.
My project involves domestic travel within the United States. Where can I find domestic travel guidance?
Consult the United States Center for Disease Control (CDC) website for domestic travel within the United States: https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html or https://www.cdc.gov/coronavirus/2019-ncov/travelers/travel-in-the-us.html.
Am I still required to follow the guidance in the DoD Joint Travel Regulations (JTR)? My employees don’t want to travel via normal commercial means.
Please exercise reasonable caution and follow the travel guidance issued by United States federal agencies like the Center for Disease Control (CDC) and Department of State.
You are required to follow the terms and conditions of your procurement contract, grant, cooperative agreements, or Other Transaction, including any guidance on travel costs and reimbursement.
The JTR applies to federal employees, not to federal contractors. Many federal contracts, especially those which are cost-reimbursable, use the JTR as a reference to determine the allowability of certain travel costs, such as lodging, meals, and incidental expenses.
Lodging, meals, and incidental expenses:
For example, your contract may follow the guidance in Federal Acquisition Regulation (FAR) 31.205-46, Travel costs, which limits reimbursable lodging, meals, and incidental expenses to the maximum per diem (per day) rates at the time of travel as set forth in the DoD JTR, Federal Travel Regulations (set by General Services Administration), or Standardized Travel Regulations (set by the Department of State).
If your contract references the JTR, the current situation has not relaxed the requirements of the JTR in terms of reasonable travel costs and reimbursement for lodging, meals, and incidental expenses.
Costs for transportation (rather than for lodging, meals, and incidental expenses) is also addressed in FAR 31.205-46: “Costs for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge.”
Abnormal or additional transportation costs due to COVID-19 disruptions will be evaluated on a case-by-case basis. The determination of whether or not the abnormal or additional transportation costs are reasonable and reimbursable is the responsibility of your Contracting Officer, Grants Officer, or Agreements Officer. Again, please exercise reasonable caution and follow the travel guidance issued by United States federal agencies like the Center for Disease Control (CDC) and Department of State.
Where can I find more information about COVID-19?
Consult the United States Center for Disease Control (CDC): https://www.cdc.gov/coronavirus/2019-ncov/index.html or the Department of Defense https://www.defense.gov/Explore/Spotlight/Coronavirus/.
The World Health Organization (WHO) website is https://www.who.int/emergencies/diseases/novel-coronavirus-2019.
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