Guide to Doing Business with the Methanol Foundation

The Methanol Foundation is a non-profit educational and scientific organization dedicated to supporting the greater use of methanol as a clean energy resource. Created in 1997 under the auspices of the Methanol Institute, the Methanol Foundation (MF) promotes efforts to educate the public and academia on the environmental benefits of using methanol and its derivatives. MF is a grant-seeking organization as well as a grant-making foundation that focuses the scientific and educational resources of public, private, non-profit and academic organizations to advance technologies for methanol production and use, particularly emerging fuel cell technologies.

Through sponsorship and co-sponsorship of original research the goals of MF are achieved. MF contracts with a variety of firms, individuals, institutions, and organizations for engineering, scientific, and technical services for its research and development (R&D) program. MF fosters and promotes the participation of minority- and women-owned business enterprises in the funding of program objectives. The following types of funding illustrate the manner in which MF actively participates in the grant-making process:

COMPETITIVE SOLICITATIONS

MF operates proactively, continuously seeking out opportunities that will further the Foundation's long-term goals. A Request for Proposals (RFP) is a formal request for R&D in a particular program area that invites submission of multiple proposals for R&D described in a specific Statement of Work prepared by the Foundation. MF may issue a competitive solicitation requesting proposals for focused, pre-selected research. Accompanying the Statement of Work, which identifies objectives and elaborates upon the work sought and the end-products anticipated, RFPs contain information for development of a proposal, including a description of the problem, performance timetables, tasks to be completed, evaluation criteria, and submission requirements. Solicitation announcements are mailed to specific organizations, depending on the nature of a particular R&D program area. RFPs may require cost-sharing by the contractor. Generally, an RFP results in just one award.

In addition to RFPs, MF may solicit proposals for R&D through a Program Opportunity Notice (PON), a formal request that requires proposers to detail their individual approach to the PON's topic. The Foundation advertises the issuance of a PON, describing the objectives of the effort. However, it is the proposer that is responsible for providing a detailed Statement of Work, outlining innovative solutions to the problem presented in the PON. Cost-sharing by the contractor is generally required, and in the case of a PON, more than one contract may be awarded.

UNSOLICITED PROPOSALS

The Foundation willingly accepts unsolicited proposals seeking funding, although MF's policy is to award contacts on a competitive basis to the maximum extent possible. Those requests deemed consistent with the research objectives of the Foundation are examined and processed for presentation at the forthcoming MF Board Meeting. The proposal must present a cost-effective response to the Foundation's R&D challenges, and must also be technically sound, providing for experienced personnel and appropriate facilities needed to perform the work.

Prior to submission of an unsolicited proposal, proposers are strongly encouraged to send a summary or preliminary proposal to MF, specifying briefly the envisioned project. This allows the Foundation to pre-determine project feasibility without subjecting the proposer to the more time-intensive formal proposal process.

Formal unsolicited proposals should follow the Grant Application Guidelines. Preliminary unsolicited proposals should include:

• The name, address, and contact information of the individual or organization submitting the proposal;
• The problem addressed;
• Specific research objectives;
• Research design and project description;
• Anticipated project results;
• Expected technical, environmental, and economic benefits;
• Names and qualifications of the project team members; and
• Estimated total cost and time required to complete the proposed project.
  

SCHOLARSHIP GRANTS

MF grants scholarship awards on an annual basis to graduate level academic students engaged in alternative energy research and development, especially the advancement of emerging fuel cell technologies. At the conclusion of the grant period, MF receives an abstract describing the completed study.

MF requires compliance with the Grant Application Guidelines, as they are specifically designed to effectuate the grant proposal review process. Basic guidelines include the following:

• Adequate financial resources or the capability to obtain such resources in the event that MF accepts the proposal;
• The necessary technical qualifications, experience, skills, and facilities to perform the contract for work or the ability to make subcontract arrangements;
• Compliance with the proposed or required time of delivery or performance schedule; and
• Other qualifications and eligibility to receive an award as well as a satisfactory record of performance.

I. TECHNICAL PROPOSAL

ABSTRACT: Summary of the proposed effort. (Approximately one half page)

INTRODUCTION/BACKGROUND: The introduction should provide a brief overview of the project, incorporating enough detail to sufficiently explain any scientific and technological principles employed. Proposal authors must offer an explanation as to why the MF ought to fund the proposal and how the project will benefit the methanol industry. If the submittal is in response to a competitive solicitation, explain how the proposal addresses the goals of the solicitation. Identify objectives while providing a project design to illustrate how such objectives will be achieved. Additionally, define the methodology from which a detailed Statement of Work developed. (Approximately one to two pages)

STATEMENT of WORK: The Statement of Work is the primary contractual document that identifies the project deliverables and provides a basis for payment. Specifically, it is an action document that delineates each phase or procedure required to accomplish the project objectives. Present the goals and objectives of the project in a single-page summary of the proposed work. Identify the underlying tasks for each objective of the proposed work and elaborate upon the specifics of each. Apply the following language in arranging the task descriptions ("Task 1: Prototype Development. The Contractor shall...").

The Statement of Work should distinguish individual actions, who intents to perform them, how the individual(s) devise to complete the actions, and finally the anticipated result(s). Be clear and concise; the Statement of Work must be prepared as an ordered set of tasks. The proposal author should coordinate the Statement of Work with the Management Plan & Schedule and the Technology Transfer Plan, both of which are explained below.

MANAGEMENT PLAN & SCHEDULE: Prepare a time schedule to accompany the Statement of Work, indicating the time frame allotted for the completion of each task and the project in its entirely. Include demonstrations, testing phases, reports, and other deliverables alongside meeting dates.

An organizational chart assists MF in understanding the various responsibilities of those involved in the proposed project. The chart should illustrate key personnel, subcontractors, and other sponsors, stating briefly the duties each is to perform. Additionally, provide a resume for all project participants, which should detail their education and professional experience relevant to the proposed work. Clearly identify the project manager responsible for keeping the Foundation abreast of the projects status, and explain how coordination with project participants will be accomplished.

List similar projects undertaken and successfully completed by the proposer as well as subcontractors. In each case, submit a brief project summary and contact information of persons for whom projects have been completed. MF reserves the right to contact any person so listed.

TECHNOLOGY TRANSFER PLAN: Identify a strategy for technology transfer that, at a minimum, includes presentation of project results at appropriate professional meetings and submission of papers for publication.

REPORTING: Provide a schedule for submission of periodic progress reports and a final report. Reporting is required for multiphased proposals.

COST SHARING: Present cost-sharing in the following format:

Use percentages, do not show dollar amounts
MF		%
Proposer		%
- actual dollars		%
- in-kind		%
Other sources (list)		%
- actual dollars		%
- in-kind		%
TOTAL		100%

LETTERS OF COMMITMENT: Include a signed letter of commitment, indicating authorization for the proposer to be contractually obligated as well as all other participating organizations and co-funders.

II. PROJECT BUDGET STATEMENT

Submit a separate Project Budget Statement including the following:

• Total project contributions, including in-kind contributions;
• Subcontractor(s) budget allocations;
• Budget allocation by task; and
• Anticipated budget for future project phases, if multiphased.

* Attach detailed budget breakdowns for equipment, material, and travel.

III. GENERAL CONDITIONS

PROPRIETARY INFORMATION: Prior to submission of a proposal containing confidential information, consider whether it is crucial that MF has such information in evaluating the proposal. General, non-confidential information may suffice to adequately inform MF of the details of any proposal.

In the event that confidential information is submitted to the Foundation, and the proposer wishes for MF to treat the information as proprietary and confidential trade secret information, the information must be clearly identified and labeled "Confidential" or "Proprietary" on each page of disclosure.

LIMITATION: Issuing a solicitation or receiving an unsolicited proposal does not obligate MF to award a contract, pay any costs incurred by the proposer, or procure or contract for services or supplies.

MF reserves the right to accept or reject any or all proposals received, negotiate with all qualified sources, or cancel in part or in its entirety a solicitation when it is in the best interest of the Foundation to do so.

MF may award a contract based on initial offers received without discussion, or following limited negotiations of such offers. Accordingly, each submitted proposal ought to include the most favorable terms regarding cost requirements and technical qualifications.

Each request is fully and fairly reviewed by staff and will not be forwarded to the MF Board if incomplete or noncompliant with the aforementioned guidelines. Proposals should be sent to Mr. John E. Lynn, President & CEO, Methanol Foundation, 800 Connecticut Ave., NW, Suite 620, Washington, DC 20006.