PowerPoint PresentationJanuary 6-7, 2021
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3January 11, 2021
Agenda
Time (EDT) Topic Speaker/Organization
1:00 PM Logistics/Housekeeping Nancy Hicks Meetings Team, Booz Allen Hamilton
1:02 PM Welcome Lane Genatowski Director, ARPA-E
1:05 PM ARPA-E Overview Isik Kizilyalli Associate Director for Technology, ARPA-E
1:20 PM Program Overview, Management & Perspective
Jack Lewnard Program Director, ARPA-E
1:40 PM Regulatory Approval Process Vincent Holohan Engineer, USDOT PHMSA
2:00 PM University of Colorado Boulder Brad Wham Professor, UC Boulder
3:00 -3:15PM BREAK
3:15 PM GE Research Todd Danko Principal Roboticist, GE Research
3:45 PM Autonomic Materials, Inc. Gerald Wilson CEO, Autonomic Materials
4:15 PM University of Delaware Jack Gillespie Professor, University of Deleware
4:45- 5:00 PM Closing Remarks with Q&A Jack Lewnard Program Director, ARPA-E
Agenda
DAY 2 January 7th, 2021
11:00 AM Day 2 Opening Remarks Jack Lewnard Program Director, ARPA-E
11:10 AM T2M Perspective Matthew Hackworth T2M, Booz Allen Hamilton
11:30 AM TTSP & OTD Overview Mike Adamo Vice President of Operations, OTD
11:45 PM Oak Ridge National Lab TBD
12:15PM University of Maryland College Park TBD
12:45 -1:00 PM BREAK 1:00 PM University of Pittsburgh TBD
1:30 PM ULC Technologies, LLC Farah Singer ULC Technologies, LLC
2:00 PM White River Technologies TBD 2:30 - 2:45 PM BREAK
2:40 PM Carnegie Mellon University Howie Choset CMU
3:10 PM Closing Remarks with Q&A Jack Lewnard Program Director, ARPA-E
3:30 PM ADJOURN
REPAIR Summary
7REPAIR OVERVIEWJanuary 11, 2021
• Rehabilitate cast iron and bare steel natural gas distribution pipes to 50- year service life
• Reduce costs compared to pipeline replacement by minimizing excavations and using advanced coating, robotics, and novel inspection techniques
• Investigating multiple coating technologies
• Create 3-D maps of pipelines and adjacent underground infrastructure • Integrate rehabilitation/materials/inspection data into real-time
visualization tools • Investigate in-pipe and surface-based technologies
• Facilitate commercialization by engaging key stakeholders (regulators and utilities) through the Technical and Test Specification Panel
• Program will be successful only if technologies are used • TTSP input is critical to the success of REPAIR
REPAIR Project Teams
Category 6: Mapping
Technical & Testing Specifications Panel (TTSP)
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TTSP designed to provide input to ARPA-E on safety and regulatory issues related to REPAIR technology developments
Members include key REPAIR stakeholders
– Regulators, PHMSA, NAPSR
– Codes and Standards organizations
– DOE, DOT FHWSA, CEC
Objective is to ensure REPAIR program testing protocols and metrics are consistent with the performance requirements for commercialization of REPAIR technologies, as required by regulators, gas utilities, and Codes and Standards organizations
Quarterly meetings held to meet objectives
ARPA-E has a budget for external consultants to support the TTSP
Opportunities for synergies with DOT PHMSA, DOT FHWSA, CEC, and utility programs
OTD will facilitate the meetings
Teamwork, Communication, and Coordination
Committee Regulators and Utilities
Performance tests and modeling
System Components Coating materials
Communications within REPAIR TTSP
– ARPA-E anticipates most TTSP comments will be directed to UCB, regarding testing requirements, test methods, pass/fail criteria, etc.
– OTD will set up a sharepoint drive, collect questions, forward to UCB, and share responses with the TTSP
– All results and reports from UCB will be in the public domain
– TTSP members must avoid conflict of interests with REPAIR performers. TTSP members need to inform ARPA-E if they receive confidential information from or plan to contract with REPAIR performers
– Questions for REPAIR performers, other than UCB, preferably should go through OTD. ARPA-E will review the questions
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Communications within REPAIR Performers
– ARPA-E anticipates that Performers will have questions for UCB • Technical questions should be emailed to ARPA-E-
REPAIR@hq.doe.gov (mailbox will be available beginning next week – notification will be sent out)
• Please do not include proprietary data in your questions. Consult with ARPA- E if you think proprietary information is required to address your question.
• ARPA-E will share responses from UCB will all Performers to ensure all teams have equal access to information
• Non-technical questions (ie logistics for shipping samples, etc) do not ned to go through ARPA-E
– Except with UCB, Performers are allowed to engage with each other without involving ARPA-E.
• Plans for integrating mapping tools with coating/inspection tools that require budget/milestone changes need to be reviewed by ARPA-E
• Note that ARPA-E’s confidentiality obligations only cover discussions between Performers and ARPA-E.
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Sade Ruffin (sade.ruffin@hq.doe.gov)
Mike Fan (xiao-zhu.fan@hq.doe.gov)
Matthew Hackworth (matthew.hackworth@hq.doe.gov)
– Track and advise on commercialization efforts
Ella Duangkaew (ella.duangkaew@hq.doe.gov)
Jack Lewnard– Program Director (jack.lewnard@hq.doe.gov)
PM SETAs: - Do I need a budget
modification? - What’s a quarterly report? - Can I invoice for this cost? - Project Staffing
Tech SETAs: - Technical advice - Do my milestones need to
change? - Can we change this
milestone due date?
PROJECT MANAGEMENT OVERVIEW
14January 11, 2021
Table of Contents
Energy Program Information Center (ePIC) Registration Energy Program Information Center (ePIC) Registration:
– Navigate to https://arpa-e- epic.energy.gov/Account/Registration.aspx and complete the information on the registration screen. If you already have an ARPA- E eXCHANGE profile or an ePIC profile, this step is not required as you already have an account in the system.
– Note that ePIC user accounts are based on a username/email address. If you have an email address from a previous employer or with a personal email address, you will need to create a new ePIC account with your current work email address and username.
ePIC houses:
– Project information
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– Follow steps on previous slide to register (slide 2)
Step 2 – Notify ARPA-E of Your Account Creation
– Once you have registered or confirmed your account is created in ePIC,
please email epichelp@hq.doe.gov, cc’ing the PM SETA assigned to your
award, requesting access to your project award number (DE-
AR0000XXX). If you are not the Principal Investigator (PI), you will
need to provide written confirmation from the PI authorizing your
access to the ePIC record.
Step 3 – Accessing your ePIC Project Record
– Once ARPA-E confirms your account is active and assigned to an award
record, you can log into ePIC and access your assigned project(s) on the
“MY PROJECTS” page. That hyperlink is your gateway to accessing all
reporting information and project documentation. If you see any
inaccuracies or required updates, please work with your assigned PM
SETA to make those corrections.
INVOICING AT ARPA-E
Day 1: Invoice Submission
• Performer submits SF- 270 and supporting documentation to both VIPERS and ARPA-E representative
• Invoice submission should coincide with organization’s normal billing pattern
• Requests may be submitted no more frequently than every two weeks
• Expenses submitted must be relevant to the technical performance of the project for the period being reported
Day 2-10: Data Input & Financial Review
• ARPA-E reviews invoice to assess both Performer’s adherence to Government cost principles and progress in meeting established tasks
• ARPA-E will issue questions to Performer within ten days
Day 11- 15: Performer Resolution
• If no questions arise, the invoice will move forward for final review and approval
• If questions DO arise, Performer returns follow-up information within the timeframe provided (5 business days)
Day 16-30: Final Review and Approval
• Final review of all documentation and costs against project budget
• Invoice processed through ARPA-E systems
• Invoice processed through Oak Ridge Financial Services Center (ORFSC) for payment
Invoice 30-day timeline
ARPA-E will work to meet this notional timeline; we ask Performer teams to partner with us to achieve it.
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Preparing an invoice submission
SF-270 federal and cost share amounts must tie to the invoice supporting documents submitted. If they do not, ARPA-E may reject the invoice.
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Review the reimbursement request against the final ARPA-E approved budget and prepare the SF-270
Ensure that the math is correct and submit the invoice through VIPERS and directly to ARPA-E support personnel.
Collect and review the supporting documentation for the expenses being claimed. The costs should be incurred during the period of performance of the Cooperative Agreement or follow the pre-award cost
clause in the terms and conditions
Review the project’s approved SF-424a, Budget Justification, and the Funding Agreement including Attachment 1. Specific areas to review are:
Cost Sharing Allowable
Costs Indirect Costs
Thoroughly review the cost principles applicable to the project organization
Supporting documentation
Sign AND date before submitting the SF-270 to VIPERS and ARPA-E
Performers are required to submit a signed SF-270 which can be found at the following link: http://www.whitehouse.gov/sites/default/files/omb/grants/sf270.pdf
Make sure the amount requested on the SF-270 matches the amount
requested in VIPERS AND the supporting documentation submitted
…or the invoice will be rejected
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In addition to the SF-270, the following supporting documentation should also be submitted:
Categorized invoice on organization letterhead
ARPA-E invoice template / Reimbursement Request Spreadsheet or similar
Labor: Documentation showing total hours worked by labor category/personnel title and labor rate, including an explanation for any labor rates that are significantly different than those
from the approved budget justification
Supplies: A list of supplies purchased and receipts for all large dollar purchases
Equipment: Receipts/invoices for all equipment purchases
Contractual: Invoices for all contractual services, including documentation of any cost share amounts contributed.
• Budget Justification cost categories must be clearly outlined on invoice supporting documentation along with the line item expenses that total the category invoice amount
Additional information can be found in Attachment 1 of the Cooperative Agreement.
Travel: An expense report/ summary that indicates the business purpose and itinerary for each trip and receipts for all travel expenses over $75
Other Direct Costs: Receipts/invoices for all large dollar ODCs and documentation to justify any business meal expenses
Technology Transfer and Outreach: Supporting documentation broken out by Personnel, Travel, Supplies, Equipment, Contractual, and ODCs using the same criteria as above
QUARTERLY REPORTING
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What is Quarterly Reporting? Quarterly reports are a requirement per Attachment 4 of the award
package
There are two deliverables due on a quarterly basis in ePIC:
– Standard Form (SF)-425 Federal Financial Report (FFR)
– Research Performance Progress Report (aka, QR)
Once registered in ePIC, please refer to the “ePIC User Guide - Quarterly Reporting” for more detailed guidance on how to complete quarterly reporting (https://arpa-e- epic.energy.gov/FileContent.aspx?FileID=bb5b5e04-7704-4539-938b- 4ea40181b8c6)
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Quarterly Reports and SF-425s are due from Performers:
January 31st April 30th July 31st October 31st
• New awards that started less than 45 days prior to the end of the quarter are NOT required to submit a QR • Example: if a project started AFTER mid-August, they would not be required
to submit a QR for the 4th quarter covering July – Sept
Expectations for all technical/T2M reports Orient reporting around the milestones in your Attachment 3
– To us, this is the foundation of your project
Emphasize charts and data on current or upcoming milestone completion over secondary efforts underway in your labs
– Please be succinct, use charts/figures, provide key data
Remember to mark protected data as such with your reports
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Typically 2-3 hours for the discussion
May be in-person (at your facilities or at ARPA-E) or over teleconference/WebEx
Lab/facility tours during on-site visits are strongly encouraged
Please allow plenty of time for questions and discussion when preparing the slides, particularly around tasks/milestones experiencing difficulty
Please add lunch to the agenda if the on-site meeting spans the lunch hour.
Please provide briefing slides at least 24 h in advance to the PD, tech SETA, and T2M advisor (w/o commercially-sensitive info)
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ARPA-E Feedback is Provided Quarterly Provides you with our view of the
status of the milestones
– Output from quarterly report & quarterly review meeting
Provides follow-up items and constructive feedback to aid in meeting short/long term goals
Accessible in ePIC as “Feedback to Performer” on Technical tab (also sent via email)
Overall cost status reflects timeliness of invoicing, comparison to spend plan, or other budgetary issues
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all requirements satisfied
recoverable
behind-schedule, or there are outstanding
questions about whether the milestone has
been achieved.
or is significantly behind schedule, recovery is
difficult or unlikely
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Q3 FY16 Q4 FY16 Q1 FY17 Q2 FY17
Apr 16 - Jun 16 Jul 16 - Sep 16 Oct 16 - Dec 16 Jan 17 - Mar 17
Project 1 $339,230 $339,230 $527,122 $527,122
T\Y $\Y S\Y T2M\R T\Y $\Y S\Y T2M\R T\Y $\Y S\Y T2M\Y T\R $\Y S\R T2M\R
Project 2 $212,791 $452,843 $452,843 $568,362
T\R $\Y S\R T2M\Y T\Y $\Y S\Y T2M\g T\G $\Y S\G T2M\Y T\G $\Y S\G T2M\G
Project 3 $565,306 $565,306 $565,306 $565,306